A Canada-Focused Annotated Summary and Reading Pack for IAP2 Canada Members
Prepared for the IAP2 Canada Research Committee 2026
Briefing Summary for IAP2 Practitioners
Why this matters
Language is not neutral in public participation — it is a core engagement method that shapes:
Trust and credibility
Inclusion and accessibility
Power relationships and legitimacy
The quality of participation outcomes
Across Canadian research and practice, outdated or inaccurate language can:
Exclude, other or stigmatize participants
Misrepresent legal and relational realities (particularly with Indigenous peoples)
Reduce clarity and participation (through jargon or bureaucratic language)
What this means for practice
Effective engagement language in Canada should be:
✔Inclusive – reflects how people identify and avoids deficit framing✔Plain – removes jargon and supports accessibility✔Rights-based – accurately reflects Indigenous rights and relationships✔Aligned to intent – consistent with the level of participation promised (IAP2 Spectrum)
Three current priority shifts for IAP2 practitioners
From “stakeholders” → “rights holders / communities / participants”Especially critical in Indigenous engagement contexts
From deficit framing → systems-aware language(“hard-to-reach” → “facing barriers to participation”)
From jargon → plain languageClarity is not simplification — it is accessibility and inclusion
Reading pack
This resource is designed to support:
Engagement planning and strategy development
Review of public-facing materials
Facilitation and real-time language choices
Justification of language decisions to clients, leadership, and partners
Purpose
This reading pack synthesizes Canadian peer-reviewed research, government guidance, and professional practice resources addressing outdated, exclusionary, or inaccurate language in public participation and stakeholder engagement. The focus is on inclusive, plain, and rights-based terminology, with particular attention to Indigenous engagement.
A. Canadian “Words Matter” and Inclusive Language Resources
BC Public Service. (n.d.). Words Matter: Guidelines on Using Inclusive Language in the Workplace.Annotation: A foundational Canadian guide widely used across public-sector organizations. Provides concrete examples of outdated or exclusionary terms, explains why they cause harm or exclusion, and offers preferred alternatives. Particularly useful for engagement practitioners reviewing materials, facilitation scripts, and reports.
BC Public Service. (n.d.). Words Matter: Speaking Up for Inclusion.Annotation: Companion guidance focused on how to respond when outdated or harmful language is used in meetings or written materials. Especially relevant for facilitators and engagement leads managing live public forums.
BC Government. (n.d.). Inclusive language and terms (web hub).Annotation: Central hub linking inclusive language, Indigenous content guidance, and modernization resources. Useful as an authoritative reference point when justifying language changes in engagement practice.
BC Government. (n.d.). Modernizing Language.Annotation: Provides practical ‘replace-this-with-that’ examples for modern public communication. Supports the argument that language modernization is an operational requirement, not merely a stylistic choice.
B. Indigenous Engagement Language and Terminology (Canada)
Natural Resources Canada. (n.d.). Summary of Engagement with Indigenous Partners.Annotation: Explicitly distinguishes Indigenous peoples as rights holders rather than stakeholders. Provides a strong, quotable federal practice example for engagement teams revising terminology.
Engineers Canada. (2019). Guideline on Indigenous Consultation and Engagement.Annotation: Defines stakeholders versus rights holders within a Section 35 constitutional context. Although sector-specific, the guidance is broadly applicable to public participation and engagement.
Crown-Indigenous Relations and Northern Affairs Canada. (n.d.). Updated Guidelines for Federal Officials to Fulfill the Duty to Consult.Annotation: Authoritative federal guidance grounding consultation language in constitutional and legal obligations. Supports the shift from transactional engagement language to relationship-based terminology.
Impact Assessment Agency of Canada. (n.d.). Public Participation Framework.Annotation: Positions plain language and accessible communication as core components of meaningful public participation, reinforcing language as engagement infrastructure.
Department of Justice Canada. (2021). United Nations Declaration on the Rights of Indigenous Peoples Act.Annotation: Provides legislative context for rights-based engagement language and the evolving expectations placed on public institutions in Canada.
C. Peer-Reviewed and Scholarly Canadian Literature
Sullivan, R. (2001). The promise of plain language drafting. McGill Law Journal.Annotation: Seminal Canadian legal scholarship linking plain language to democratic participation, accessibility, and legitimacy. Frequently cited to justify clarity as a public obligation.
Bowker, L. (2020). Plain language summaries: A case study. Canadian Journal of Information and Library Science.Annotation: Empirical Canadian research demonstrating how plain-language approaches improve comprehension and accessibility, with clear transferability to public engagement contexts.
Seck, S. L. (2017). Impact assessment and responsible business conduct. Dalhousie Law Journal.Annotation: Scholarly analysis emphasizing the distinction between stakeholders and rights holders in impact assessment and engagement processes.
Miroshnikova, G. (2018). An evaluation of public participation theory and practice in Canada. University of Waterloo.Annotation: Canadian academic work examining gaps between participation theory and practice, including communication and language barriers.
Stallwood, L. et al. (2023). Plain-language versus standard-format information: A randomized trial. JAMA Pediatrics.Annotation: Although health-focused, this study provides strong empirical evidence that plain language improves understanding—supporting claims about accessibility in public engagement materials.
D. One-Page Reference Table: Outdated Terms and Preferred Alternatives (IAP2 Practice)
Outdated / Problematic Term
Why It Is Problematic in Engagement
Preferred Alternative
Stakeholders (Indigenous contexts)
Misrepresents constitutional rights
Rights holders; Indigenous Nations
Hard-to-reach populations
Deficit framing
Communities facing barriers
The public
Homogenizes diverse groups
Residents; affected communities
Buy-in
Implies persuasion
Shared understanding; collaboration
Consultation (generic)
Obscures level of influence
Engagement; co-design
Educate the public
Top-down framing
Dialogue; shared learning
Vulnerable populations
Labels people
People experiencing vulnerability
Jargon-heavy language
Reduces accessibility
Plain-language communication
E. Suggested Reading List for IAP2 Practitioners
Essential (Start Here)
BC Public Service – Words Matter (Guidelines)
Engineers Canada – Indigenous Consultation and Engagement
NRCan – Indigenous Engagement Summary
Use these for immediate practice changes
Core Practice & Policy
Impact Assessment Agency of Canada – Public Participation Framework
CIRNAC – Duty to Consult Guidelines
BC Government – Modernizing Language
Use these for policy alignment and justification
Research & Evidence Base
Sullivan (2001) – Plain Language Drafting
Bowker (2020) – Plain Language Case Study
Seck (2017) – Rights Holders vs Stakeholders
Use these for reports, academic grounding, and credibility
Advanced / Reflective Practice
Miroshnikova (2018)
Stallwood et al. (2023)
Use these for deepening practice and research-informed engagement design
Final Note for IAP2 Members
In October 2025, IAP2 International as the Spectrum owner is now leading the process to chart our way forward to complete the Spectrum Evolution project. We intend to do so in a way that models best practices and our Core Values and provides the project with the approach and expertise it needs specific to its remaining work.
We are seeking Expressions of Interest to participate in the Project Team to update IAP2’s Spectrum in Public Participation/Engagement. We are looking for a broad representation globally. A modest stipend is offered to acknowledge contributions made.
The project is expected to run from January to May/June 2026, as outlined in this timeline.
By submitting an Expression of Interest, applicants are committing to be available to carry out the work as outlined. The timeline takes a pragmatic and determined approach for the amount of work involved.
The Project Team will be led by IAP2 International’s Project Manager, Tiffany Skomro. To keep the team nimble and to allow for the work to be completed in a timely manner, the global team will comprise 3-4 members, including the Project Manager. One (1) member from the current Curriculum Review team will be part of the project team to ensure that the work is integrated.
We invite you to share this call for Project Team members trainers, M/CP3s and other experienced P2/engagement practitioners who meet the required criteria. Responses are due by 8 January 2026, 13:00 CST.
Public participation is constantly evolving and we want to understand how.
The 2025 IAP2 Canada State of the Practice Survey explores what’s working, what’s shifting, and what’s needed next in engagement across Canada. Whether you’re new to the field or have decades of experience, your perspective matters.
Your responses will help shape future IAP2 Canada articles, webinars, and conversations that reflect the real work practitioners are doing every day. Grab a cup of something cozy and take 10–12 minutes to share your experience!
The survey closes December 7, 2025 (midnight local time).
Take the survey here
What is this survey about?
The 2025 IAP2 Canada State of the Practice Survey explores how public participation and engagement are evolving across the country – what’s working, what’s shifting, and what’s needed next.
Your responses will help IAP2 Canada and the Research Committee create articles, webinars, and conversations that reflect the real experiences of practitioners doing this work every day.
Who’s involved?
This survey is being coordinated by the IAP2 Canada Research Committee and distributed through IAP2 Canada’s national and regional networks.
We’re inviting public participation and engagement practitioners across Canada – including government staff, consultants, community organizers, and academics – to share their experiences and insights.
Why does this matter?
Public participation is always changing – from how we reach people to how we build trust and inclusion. By gathering stories and data from across the country, we can better understand the realities and innovations shaping our field and help practitioners learn from one another.
MEDIA STORY
BC Transit has earned the 2025 IAP2 Canada Core Values Award for Visual Engagement, recognizing its creative and accessible approach to public participation. The award acknowledges how BC Transit has transformed engagement through clear, visual communication that connects directly with communities.
As a provincial Crown agency, BC Transit provides public transportation to more than 130 communities across British Columbia. The handyDART service in particular stood out for its visual tools that helped participants understand and shape service improvements for people with disabilities.
“Winning this IAP2 award recognizes both BC Transit’s commitment to public engagement and the community’s passion and dedication to having local perspectives reflected in transit projects,” said Erinn Pinkerton, President and CEO of BC Transit. “The handyDART project has become an example for how BC Transit can work in partnership with the community and confirms that meaningful public engagement is the foundation of success.”
The project has since become a model for how accessibility and engagement can work hand in hand. It shows how listening, visual storytelling and collaboration can create services that reflect the needs of everyone in the community.
IAP2 Canada congratulates BC Transit on this recognition and its commitment to making engagement open, inclusive and understandable for all residents.
For media inquiries, please contact info@iap2canada.ca
Urban Strategies Inc. has been recognized by IAP2 Canada with the 2025 Core Values Award for Respect for Diversity, Inclusion and Culture. The award celebrates organizations that make space for diverse voices and build engagement processes that reflect the communities they serve.
The Toronto, Hamilton and Vancouver-based firm has built its reputation on meaningful collaboration. Urban Strategies brings together planners, designers and community partners to find creative ways to shape better cities. The company’s work balances design and participation, bringing forward solutions that respect both place and people.
“While Urban Strategies was critical to the success of JFM+, it would not have been possible without the dedication of the Engagement Leadership Team and more than fifteen Community Animators representing a cross-section of the local community. We deeply thank this local engagement team and the many participants who were incredibly generous, passionate and constructive with their contributions,” shared the Urban Strategies team.
Through projects like JFM+, the firm continues to model engagement that is grounded in inclusion, transparency and respect for culture and place. This recognition from IAP2 Canada highlights their dedication to authentic, community-led collaboration.
IAP2 Canada’s Core Values Awards honour the organizations and practitioners who raise the standard for public participation across the country.
The Sḵwx̱wú7mesh Úxwumixw (Squamish Nation) has received three honours from IAP2 Canada: the Indigenous Engagement Award, the Creativity, Contribution and Innovation in the Field Award, and the Project of the Year Award. These awards recognize the Nation’s groundbreaking work on the Úxwumixw 2050: Sḵwx̱wú7mesh Generational Plan.
The plan was created as a long-term vision rooted in the values, history and future aspirations of the Squamish People. It represents a generational approach to planning that blends traditional knowledge with modern tools to guide governance, community development and self-determination.
“We are so proud of our Úxwumixw 2050: Sḵwx̱wú7mesh Generational Plan. In the words of our Council Chair, Khelsilem, this plan is more than a document. It is a legacy rooted in our values, aspirations and commitment to collective progress and empowerment of our People for generations to come,” said Ruby Carrico, Planning Manager, Squamish Nation.
With more than 4,100 members, the Squamish Nation continues to lead through innovation and community-based planning. The Nation’s work demonstrates the power of engagement that is driven by culture, respect and sovereignty.
IAP2 Canada is proud to honour the Squamish Nation for its leadership in building meaningful, inclusive and generational engagement across its territory.
The City of Edmonton has been named IAP2 Canada’s 2025 Organization of the Year. The award celebrates the city’s commitment to building a culture where public participation is part of everyday decision-making.
Edmonton is one of Canada’s youngest and fastest-growing cities, home to more than one million people who speak over 125 languages. The City delivers more than 300 programs and services, touching nearly every aspect of community life. Public engagement is not just a program within the organization but a mindset shared by every department and team.
“This award belongs to all Edmontonians, who have shared their diverse voices. Edmonton is a great place to live, work and play. A cornerstone to shaping our city has been the City's past and present dedicated engagement professionals who lead with purpose and passion. Thank you, IAP2 Canada for recognizing Edmonton's collective dedication to enabling a better life for all Edmontonians,” said Jennifer Badry, Interim Chief Communications Officer for the City of Edmonton.
The City’s approach reflects a belief that good governance depends on open dialogue and shared responsibility. Its engagement teams continue to find ways to connect residents, strengthen trust and include more perspectives in shaping the future of Edmonton.
IAP2 Canada congratulates the City of Edmonton for its leadership in creating a city where engagement and collaboration thrive.
For media inquiries, please contact info@iap2canada.ca.
Artificial intelligence is no longer an idea for the future. It is already part of daily life. We see it in search engines, translation tools, chatbots, and software that helps us process data. For those who work in public participation and engagement, AI brings new opportunities and new risks.
At IAP2 Canada, our work is built on trust, respect, equity, and transparency. These values guide every decision about how we involve people in shaping policies, programs, and projects. As AI tools become more common in engagement, we need to use them in ways that strengthen those values.
This article explores how AI intersects with public participation. It looks at opportunities, risks, and practical steps for ethical use.
AI is a broad term. At its core, it describes computer systems designed to perform tasks that usually require human intelligence. These tasks include learning, reasoning, and making predictions.
The type of AI most people know is generative AI. It creates text, images, audio, and video by remixing data it was trained on. Large language models, like ChatGPT, predict the next word in a sentence based on patterns learned from billions of examples. Other tools process images, recognize speech, or translate between languages.
It is important to remember that AI does not think like a person. It produces outputs based on patterns in its training data. These outputs can be useful, but they can also be inaccurate or biased.
AI can help practitioners with several parts of the engagement process:
AI-assisted search tools can scan large amounts of information and provide summaries in plain language.
Data mining can reveal trends that help tailor engagement strategies.
Generative AI can help draft discussion guides, surveys, or agendas.
Translation tools make information available in more languages.
Voice-to-text and text-to-speech tools improve accessibility for people with hearing or vision needs.
Generative AI can help draft early versions of press releases or plain language summaries.
AI moderation tools can flag harmful language in online forums.
Chatbots can answer common questions from participants and support dialogue by keeping conversations active.
Real-time translation and transcription can help more people participate in meetings.
Natural language processing tools can analyze thousands of comments, survey responses, or transcripts to identify themes.
Sentiment analysis can reveal how communities feel about proposals.
AI forecasting tools can support planners and decision makers with projections.
These uses can help practitioners save time, reach more people, and make engagement more inclusive.
The promise of AI comes with serious risks. Practitioners need to understand them before adopting any tool.
AI systems learn from data, and data often reflects social and cultural biases. Many AI systems are trained on data that is WEIRD (Western, Educated, Industrialized, Rich, Democratic). This means they may not work well for communities outside those contexts. If not checked, AI outputs can reinforce stereotypes and exclude marginalized groups (Norori et al., 2021, as cited in Boyco & Robinson, 2024).
Generative AI tools often produce outputs that are wrong but sound convincing. These errors are sometimes called hallucinations. In engagement, this can spread misinformation or reduce confidence in the process.
Participants deserve to know when AI is being used. Lack of clarity can erode trust. If people believe their input is being filtered or analyzed by a “black box,” they may disengage.
Many AI tools require uploading data to commercial systems. This creates risks around data ownership, consent, and protection. Sensitive community information should never be shared with tools that lack clear safeguards.
Participation is built on dialogue, empathy, and relationships. Over-reliance on AI can reduce the human contact that makes engagement meaningful.
Some researchers are experimenting with replacing human participants with “virtual publics” created by large language models. This idea, sometimes called synthetic democracy, risks undermining real voices. Public participation is about people, not simulations (Crockett & Messeri, 2023, as cited in Boyco & Robinson, 2024).
AI also has impacts beyond the engagement process. Training and running large models requires massive energy, contributing to environmental harm. Behind many tools is low-wage labor in the Global South, where workers label data under poor conditions (Taylor, 2023, as cited in Boyco & Robinson, 2024). Practitioners need to be aware of these hidden costs when making choices about AI.
IAP2’s Core Values and Code of Ethics provide a foundation for thinking about AI. Here are practical steps for ethical use:
Be transparent. Always disclose when and how AI is being used. Give participants a choice to engage through other means.
Protect privacy. Never upload sensitive information into AI systems without safeguards. Check your organization’s policies.
Evaluate bias. Review outputs for fairness. Consider how use of the tool might reinforce inequities or exclude some voices.
Keep people in the loop. Use AI to support analysis, not to make decisions. Human judgment must always guide outcomes.
Build trust. Only use AI if it adds value to the process and strengthens relationships with participants.
Test and verify. Treat AI outputs as drafts. Check their accuracy before sharing them.
Avoid overreliance. Do not let AI replace your own thinking or creativity.
Choose tools carefully. Look for reliable, appropriate, and context-sensitive tools. Be skeptical of hype.
These steps align with international guidelines, but also reflect the unique responsibilities of public participation professionals (Boyco & Robinson, 2024).
AI will continue to evolve quickly. We will see more tools integrated into platforms we already use, from survey software to digital engagement portals. We will also see more pressure to use AI for efficiency in times of budget cuts.
Practitioners need to resist shortcuts that compromise integrity. Good engagement takes time and human effort. There are no replacements for listening, dialogue, and trust building.
IAP2 Canada encourages practitioners to take an active role in shaping how AI is used. This means asking critical questions, sharing experiences, and learning from each other. It also means advocating for public input in how AI tools themselves are designed and governed (Boyco & Robinson, 2024).
AI offers real opportunities to improve participation through translation, accessibility, analysis, and planning.
Serious risks include bias, inaccuracy, privacy concerns, and the loss of human connection.
Practitioners must use AI carefully, with transparency, accountability, and human oversight.
Decisions should never be automated. Public participation is about people, not machines.
The goal is not to replace engagement with AI, but to use it responsibly to support more inclusive and effective processes (Boyco & Robinson, 2024).
Public participation strengthens democracy. AI will shape its future, but values must come first. Respect, inclusion, transparency, and accountability are the anchors. With these in place, AI can help us listen better, reach further, and involve more people in decisions that affect their lives (Boyco & Robinson, 2024).
Reference
Boyco, M., & Robinson, P. (2024). Artificial Intelligence: Its potential and ethics in the practice of public participation. International Association for Public Participation (IAP2) Canada. https://cdn.wildapricot.com/44479/resources/Documents/RESEARCH/Artificial%20Intelligence%20-%20IAP2%20Canada%20-%20April%202024%20FINAL3.pdf
-Patrick McKeown is a digital marketing and technology leader with more than 25 years of experience in the web industry. He has worked with global brands, government organizations, and non-profits, specializing in SEO, digital strategy, and content development. Currently, he leads marketing and IT initiatives for IAP2 Canada, where he focuses on building engagement, expanding digital presence, and shaping the organization’s strategic direction. *The views and opinions expressed in this article are those of the author and do not necessarily reflect the official position or policies of IAP2 Canada.
The recent research paper "Artificial Intelligence: Its Potential and Ethics in the Practice of Public Participation" by Morgan Boyco MCIP RPP, and Dr. Pamela Robinson MCIP RPP offers a comprehensive look at how AI can shape public participation practices. As AI tools like ChatGPT become more accessible, it's crucial to understand both their potential benefits and inherent risks. This article summarizes key findings and insights from the paper.
The paper identifies several areas where AI can enhance public participation (P2) processes:
Despite the promising applications, the paper does not shy away from addressing the significant risks associated with AI:
The authors propose an ethical framework to guide P2 practitioners in responsibly integrating AI tools. Key recommendations include:
Looking ahead, the paper stresses the importance of balancing the efficiency and innovation offered by AI with the need to maintain integrity and inclusivity in public participation. As AI technologies evolve, P2 professionals must stay informed and critical of how these tools are implemented within their practices.
The research paper by Boyco and Robinson is a vital resource for anyone involved in public participation. It highlights the transformative potential of AI while cautioning against its unmonitored use. As we continue to integrate these technologies, maintaining a focus on ethics, equity, and human oversight will be crucial to harnessing AI's benefits without compromising the foundational values of public participation.
Consider joining Morgan, Pamela, and your fellow P2 professionals at the 2024 IAP2 North American Conference, taking place from October 24-26, for a pre-conference workshop on AI to share experiences, ethical quandaries, and all other big questions about AI for P2 and help lay the groundwork for building a new AI P2 community of practice.
Are you ready to dive into the future of public participation and engagement? Join us at the 2024 IAP2 North American Conference for discussions led by dynamic speakers on innovative approaches to community relations. This must-attend event is for those eager to stay ahead in the evolving field of public participation.
These sessions are just a few of the amazing learning experiences you can expect at #IAP2NAC:
Join Morgan Boyco and Dr. Pamela Robinson as they explore the vast potential of AI in public participation. Their session, "Artificial Intelligence: Its Potential and Ethics in Public Participation Practice," is a deep dive into AI's transformative power and ethical considerations. Engage with two forward-thinking minds as they discuss how AI can enhance engagement processes and the importance of responsible AI policies.
Explore inclusive strategies at the session led by Olivia Howard, Amanda Krumins Somkuti, Lyndsay Ward, and Maral Hamayeli. "Beyond Eurocentric Engagement: Culturally Responsive Approaches to Community Engagement" will provide tools and insights to effectively navigate culturally diverse environments and foster genuine connections within communities.
Christine Furtado, Luke Anderson, Ron Buling, and Shawn Smith will challenge norms and empower the voices of persons with disabilities. Their panel discussion “Breaking Barriers: Panel Discussion on Engaging Persons with Disabilities” is more than a session; it's a catalyst for change, providing strategic insights to make engagement genuinely inclusive.
Katlan Holman and Caoimhe Laird's session is “Building Authenticity Skills and Practices for Corporate Social Responsibility & Indigenous Engagement”. Attendees will learn how to build sustainable and respectful relationships with Indigenous communities, ensuring a legacy of responsible corporate conduct intertwined with Indigenous wisdom.
Join Lauren Reaman and Avril Fisken as they lead a revolutionary session, “Building Trust, Building Acceptance and Building Transit Infrastructure”. Learn cutting-edge engagement techniques and how to integrate community feedback effectively to enhance public transit projects.
Join CMHC for a dynamic fireside chat titled "Practices for Community-led Design and Development of Affordable Housing in Canada." This session will showcase successful community co-design and governance projects, offering participants insights from field pioneers, real-time method demonstrations, and guidance on applying these practices in their own communities.
Join us at the 2024 IAP2 North American Conference to be at the forefront of these critical conversations. Register now and be part of shaping the future of public participation.
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