Resource Guide: Office and Administrative Services

SENATORS’ RESOURCE GUIDE:

Allowances, Entitlements and Administrative Services OFFICE AND ADMINISTRATIVE SERVICES

April 28, 2008 CONFIDENTIAL VII - 1

VII. Office and Administrative Services TABLE OF CONTENTS

1. Introduction ............................................................................................................................. 2

2. Senator’s Office ..................................................................................................................... 2

2.1. Office Allocation ............................................................................................................. 2

2.2. Furniture and Furnishings ................................................................................................ 2

2.3. Information Technology and Office Equipment .............................................................. 4

2.4. Office Supplies................................................................................................................. 8

2.5. Inventory Control ............................................................................................................. 8

2.6. Special Needs ................................................................................................................... 9

2.7. Telecommunications ........................................................................................................ 9

2.8. Cleaning and Recycling ................................................................................................. 11

3. Senate Administrative Services ............................................................................................ 12

3.1. Communications ............................................................................................................ 12

3.2. Printing ........................................................................................................................... 13

3.3. Parliamentary Publications ............................................................................................ 15

3.4. Mail and Messenger Services ........................................................................................ 15

3.5. Records Management..................................................................................................... 17

3.6. Transportation ................................................................................................................ 17

3.7. Office Moves ................................................................................................................. 18

3.8. Meeting Rooms and Audio Visual Needs ...................................................................... 18

3.9. Translation ..................................................................................................................... 20

3.10. Security ........................................................................................................................ 21

3.11. Parking ......................................................................................................................... 23

3.12. Food and Catering ........................................................................................................ 24

3.13. Health Units ................................................................................................................. 24

3.14. Fitness Room ............................................................................................................... 25

3.15. Removal and Relocation Expenses .............................................................................. 26

3.16. Other Services .............................................................................................................. 27

4. Library of Parliament ............................................................................................................ 28

Annex H - Senators’ Offices




1. Introduction

This chapter outlines the provision of office furniture, equipment and supplies for senators’

offices as well as key administrative services for senators and their staff.

Senators have an office within the Parliamentary Precinct, either in the Centre Block, East Block

or Victoria Building. Political officers in the Senate usually have their office in Centre Block.

Senators are provided with furniture, equipment and supplies for their office based on a standard

approved by the Standing Committee on Internal Economy, Budgets and Administration

(Internal Economy Committee). The acquisition and management of furniture and furnishings is

subject to the Senate’s Policy on Equipment, Furniture and Furnishings.

Senators and their staff have access to a variety of services to support senators in carrying out

their parliamentary duties, some of which are provided by the Senate Administration. Other

services are provided jointly by the Senate and other partners.

For a listing of contact information for services, please refer to Appendix B – List of Contacts.

2. Senator’s Office

2.1. Office Allocation

New senators The allocation of an office to a new senator is traditionally determined by the

Whips in the Senate.

A temporary assistance office is established to provide newly appointed

senators with administrative support, such as answering the phone and sorting

through correspondence. This complimentary service is available until the

senator’s new office is established and staffed.

2.2. Furniture and Furnishings

Availability The Senate Administration provides the furniture and furnishings for senators’

parliamentary offices. All requests for furniture and furnishings must be

forwarded to the Purchasing and Contracting Division on the Internal

Requisition for Materiel/Services form.

Approved

entitlements

Senators are entitled to a desk, chair, credenza, filing cabinet, bookcases,

computer table, meeting table and chairs, visitor chairs, coffee and end tables,

sofa and chairs, and a stand for a TV and VCR/DVD. Senators are also entitled

to furniture and furnishings for their reception area and for their staff.




The Client Service Centre, Parliamentary Precinct Services Directorate will

assist senators in setting up and furnishing their office.

Remote

locations

Under review.

Requests

above

entitlements

All requests for furniture, furnishings and equipment beyond the approved

entitlements must be submitted in writing to the Internal Economy Committee

for approval.

Ownership All office equipment and furnishings bought either through the Senators’

Research and Office Expense Budget or provided by the Senate Administration

remain the property of the Senate.

Repair or

refinishing

Trades Services plays a crucial role in ensuring the preservation of the heritage

character of the Senate Precinct by repairing and refinishing furniture. Trades

Services also offer a wide range of expert services including wood restoration,

furniture refinishing and upholstering.

Additional services are available for in-house repairs to Senate fixtures and

furniture.

For additional information, contact the Client Service Centre at 613-992-3333.

Picture

framing

Senators may request picture framing for use within the Senate Precinct, or the

framing of official Senate documents or awards. Items to be framed to adorn

office or public spaces must be suitable for re-use within the Senate Precinct.

Framing costs are charged to the Senators’ Research and Office Expense

Budget.

Items framed at public expense become public property and are administered as

a Senate asset. Items framed for official presentations become the property of

the recipient. The framing of personal photos and documents is not permitted

and cannot be charged to the Senators’ Research and Office Expense Budget.

To request picture framing, senators must complete an Internal Requisition for

Framing Services form and submit it to the Purchasing and Contracting

Division.




Antiques Antique or historical furniture and furnishings and works of art owned by the

Senate are subject to the Senate’s policy on heritage assets and works of art.

The Senate accepts no responsibility or liabilities for the loss, theft or damage to

any personal effects, including antiques or works of art, brought into the Senate

Precinct by senators or staff.

Works of art Senators who wish to rent original works of art to decorate their offices may do

so solely from the Canada Council Art Bank. Exceptions must be formally

approved in accordance with the Senate’s policy on heritage assets and works of

art.

Rental fees are charged to the Senators’ Research and Office Expense Budget.

2.3. Information Technology and Office Equipment

Information

Systems

Directorate

The Information Systems Directorate (ISD) is responsible for the

development, acquisition, operation and support of automated information

technology (IT) systems for the Senate, including telecommunications and

multimedia services. It is responsible for providing advice on the use and

operation of information systems and software, for supporting new and

existing applications, and for installing hardware, software and accessories.

The Directorate is also responsible for the repair and installation of IT

infrastructure components, for technical assistance, for individual information

sessions, and for telephone support services. The Information Systems

Directorate currently provides a wide range of common information

technology services to the Senate. Common services are those which are used

by all Senate users.

The Directorate supports hardware and software needs within the Senate

Precinct only. For hardware and software installation, upgrades and repairs

outside of the Senate Precinct, senators may use external resources. All costs

associated with these services will be charged to the Senators’ Research and

Office Expense Budget. However, senators living in the Ottawa area have the

option of bringing their equipment to the Information Systems Directorate to

have it serviced.

For more information, contact the Information Systems Directorate at

613-990-7018 or consult the Catalogue of Information Technology Services

for the Senate at the following web address: http://ISD-DSI.

http://isd-dsi/




IT Service Desk The IT Service Desk at 613-990-7018 is the central point of contact for all IT

services and requests.

IT equipment

and software

Each senator receives one (1) computer, one (1) printer, network access,

several standard software packages and service support. Additional computers

(either personal computers or laptops), peripherals, accessories and upgrades

must be purchased through the Senate Administration and paid from the

Senators’ Research and Office Expense Budget. (See Annex H - Senators’

Offices in this chapter for a complete list of office equipment allotments.)

All equipment or software connected to the Senate network must adhere to the

basic configuration established by the Information Systems Directorate. To

ensure compliance with these standards, prior approval must be given by ISD

to purchase software, accessories or components for computers connected to

the Senate network.

Network

management

and security

The Senate Information Systems Directorate is the designated custodian of

information technology in the Senate, responsible for applying security

safeguards to ensure that data, IT-related equipment and infrastructure are

maintained in a secure and available state. ISD applies these security

safeguards based on relevant industry-wide best practices and on business-

specific practices obtained through guidelines, procedures and directives,

which evolve out of the approved Senate Information Technology Security

policies. As in all organizations, these are developed, reviewed and updated

periodically to ensure that they evolve to meet the changing needs of the

organization.

Please refer to the Policies and Guidelines section of the ISD Catalogue of

Information Technology Services at: http://ISD-DSI for additional

information.

Network

services

All computers from the Information Systems Directorate will be connected

physically to the Local Area Network (LAN) services and systems. The

connection and the required network account will allow access to all of the

online services available to the Senate, such as for: e-mail, network files;

printers and faxes; and the Internet.

To obtain a network account, clients should contact the IT Service Desk and,

if required, fill out the Senators Network Services Request form.

Remote services The Virtual Private Network (VPN) service gives senators access to the

Senate domain. Senators may use the VPN to access their files, e-mail and

various other Intranet-based services as though they were in their Senate

Precinct offices. To be able to use this service, special software must be

http://isd-dsi/




installed on their computers. Senators will also be required to have a Secure

ID Card and a high-speed Internet connection. To obtain the Secure ID Card,

the Remote Access Authorization form must be completed.

Each senator is entitled to one (1) account paid by the Senate Administration.

Additional accounts will be charged to the senator’s office budget.

Senators may refer to the Telecommunications Policy for Senators

(http://intrasen/pdf/policies/Telecom-e.pdf) for details on Internet services

outside the Senate Precinct.

The Outlook Web Access service provides a secure means of connecting to

the Senate e-mail system remotely from an Internet-connected computer

virtually anywhere in the world. Clients will be required to have a Secure ID

Card to access this service.

A completed Remote Access Authorization form, signed by the senator, is

required for each member of a senator’s staff requesting remote access to any

remote service.

Senators’

websites

Space is available on the Senate web-server to host senators’ websites.

However, websites on the Senate network must comply with established

standards.

The Information Systems Directorate will assist senators with technical and

other related services for hosting their websites, but it is not responsible for

creating or updating these websites. The Directorate has website templates

that may be used as a starting point. The cost for design and/or structural

changes, content management and site maintenance will be the responsibility

of senators. Costs will be charged to their budget – the Senators’ Research

and Office Expense Budget.

If the above services do not meet a senator’s needs, the Purchasing and

Contracting Division can supply the senator with a list of companies that

could help with developing, hosting and maintaining a site. Again, all costs

related to these products and services will be charged to the Senators’

Research and Office Expense Budgets.

Senators’ websites are available at the following address:

http://sen.parl.gc.ca/home-e.htm. These sites are not part of the Parliamentary

Internet Public Site. They are used to inform the public on senators’ activities

and role in Parliament.

Web services The IntraSen website (http://IntraSen) is the Senate’s internal website. It gives

Senate users easy access to information on services available from the Senate

Administration and policies and guidelines in use in the Senate.

http://intrasen/pdf/Computers/RemoteAccess-e.pdf

http://intrasen/pdf/policies/Telecom-e.pdf

http://intrasen/pdf/Computers/RemoteAccess-e.pdf

http://sen.parl.gc.ca/home-e.htm

http://intrasen/




The IntraParl website (http://Intraparl) is the Parliamentary Intranet site and is

developed and maintained jointly by the Senate, the House of Commons, and

the Library of Parliament. Accessible only to authorized users within the

parliamentary community, it serves as a single entry point for obtaining

information on Parliament, its activities and services.

The Parliamentary Internet website (http://www.parl.gc.ca) is accessible to the

general public. It was created and maintained by the Senate, the House of

Commons and the Library of Parliament and offers information on the

Parliament of Canada.

Other

equipment

The Senate Administration equips senators with one (1) television, one (1)

VCR/DVD console and one (1) facsimile machine. Additional office

equipment, including cell-phones and other wireless devices, can be

purchased through the Senate Administration and paid from the Senators’

Research and Office Expense Budget. The Internal Requisition for

Materiel/Services form is to be used to request equipment. (See Annex H -

Senators’ Offices in this chapter for a complete list of office equipment

allotments.)

Requests for equipment to be paid from the Administration budget must be

submitted to the Purchasing and Contracting Division for approval. Requests

for equipment to be paid from Senators’ Research and Office Expense Budget

are to be forwarded directly to Purchasing and Contracting Services.

Equipment

loan

Equipment, including laptops, digital cameras, worldwide phones and

Blackberrys, computers and teleconferencing equipment, can be borrowed for

a period of up to two (2) weeks, depending on availability, for special

projects or events or while a repair is being made.

Senators or staff should contact the IT Service Desk, in advance, to reserve

such equipment.

Training and

coaching

The Human Resources Directorate is responsible for information technology

training. To obtain more information about training, clients should contact the

Learning Officer at 613-995-8655 or by e-mail at training-

[email protected]. (See Chapter III - Senators’ Salary and Benefits

and Chapter VI - Human Resources Management for more information.)

http://intraparl/

http://www.parl.gc.ca/

mailto:[email protected]

mailto:[email protected]




2.4. Office Supplies

Just-in-time

(JIT) delivery

Office supplies are paid out of the Senators’ Research and Office Expense

Budget (see Chapter V - Budgets for more information).

The Senate has a just-in-time (JIT) delivery agreement with Grand and Toy for

office supplies and each senator’s office has an account.

Supplies can be ordered directly by fax at 613-244-8337, by phone at

613-244-4180, or by the Internet. Goods will be delivered the same day if

ordered before 11:00 a.m. Orders placed after 11:00 a.m. will be delivered the

next business day. Special orders may require more time. Items not found in the

catalogue may be ordered from another supplier using the Internal Requisition

for Materiel/Services form.

Senators’ offices receive a monthly statement for goods purchased. The

statement must be reconciled and approved for payment. Any discrepancies

must be reported to the JIT contractor. The Finance Directorate must be advised

if there are any discrepancies that remain un-reconciled after discussion with the

contractor. Reconciled statements are to be forwarded to the Finance Directorate

for payment.

Senate

stationery

Senate forms, letterhead, envelopes and other paper products can be ordered

from Printing Services. (See subsection 3.2 Printing in this chapter for more

information.)

2.5. Inventory Control

Inventory

control

All Senate assets are identified by a permanent sticker with a unique inventory

number. Senators are accountable for all assets assigned to them and for

ensuring that assets are properly protected against misuse, loss or theft. Any

damage, loss or theft must be reported immediately.

Senators must advise the Supervisor, Asset Management and Distribution, in

writing, of their intent to remove assets from the Senate Precinct. This does not

apply to mobile assets.

Senators must submit assets that are surplus to their requirements to Asset

Management.




2.6. Special Needs

Special needs The Senate will make every effort to accommodate the needs of a person with a

disability.

When a senator or staff member has provided an appropriate certificate signed

by a medical practitioner or health professional, the special needs will be

reviewed by Human Resources on a case-by-case basis.

2.7. Telecommunications

Access

Senators are provided with most telecommunication equipment and services for

use in carrying out their parliamentary functions. For more detailed information,

please refer to the Telecommunications Policy.

Telephones The Senate Administration furnishes a telephone line for each senator and for

each staff member, as well as lines for facsimile and overflow. Senators are

provided with a single or multi-line telephone set, equipped with standard

features for each telephone line. Additional telephone sets may also be installed

in a conference area and in a senator’s reception area. Telephone lines may

include a range of standard integrated features such as voicemail, intercom, and

conference calls. These telephone sets and telephone lines are paid for by the

Senate Administration. When requesting a telephone line, senators must indicate

whether or not access to long-distance calling is required.

Senators may choose to have two (2) telephone lines outside their Senate

Precinct offices. The Senate Administration will assume the cost of the first line.

The second telephone line will be charged to the Senators’ Research and Office

Expense Budget.

It is not permitted to connect any “personal” telephone equipment to the system,

and any new equipment purchased with the intention of being connected to the

government phone system must be approved by the Senate Information Systems

Directorate.

Long-

distance

calls

The costs of long-distance calls made from the telephones in senators’ offices on

Parliament Hill are assumed by the Senate Administration.

Upon appointment to the Senate, senators are issued a temporary government

calling card to place long-distance calls. This card will be replaced by a personal




Government of Canada TeleCanada Calling Card, which will be delivered to the

senator’s office. The Government of Canada TeleCanada Calling Card is to be

used for long-distance calls when senators are performing their parliamentary

functions away from their office. The calling card is valid anywhere in the world

and comes with a confidential Personal Identification Number (PIN).

Senators wishing to secure an additional calling card so that staff can make calls

related to their duties can do so by making a request in writing to the Senate

Information Systems Directorate. User fees for this calling card will be assumed

by the Senate Administration.

All costs associated with long-distance calls not placed through the TeleCanada

calling card will be charged to the Senators’ Research and Office Expense

Budget.

Wireless

devices

Senators may have up to a maximum of six (6) monthly airtime packages

associated with four (4) wireless telecommunication devices such as cell-phones,

pagers and personal data assistants (e.g. Blackberry) that are deemed necessary

for senators and their staff to perform their parliamentary functions. If one device

is capable of handling both voice and data, this device will be considered as

using two (2) airtime packages. Senators residing in remote regions with no

access to a telecommunications network may obtain a satellite phone by sending

a written justification to the Internal Economy Committee. All costs associated

with the purchase of wireless telecommunications devices will be paid through

the Senators’ Research and Office Expense Budget, while the monthly airtime

fee will be assumed by the Senate Administration.

A limited number of world-wide cell-phones can be borrowed on a temporary

basis for overseas trips. All costs associated with airtime will be charged to the

Senators’ Research and Office Expense Budget.

Senators may request additional telecommunications equipment such as: a

facsimile machine; a telephone for their remote location office; an answering

machine; and a headset. (See Annex H - Senators’ Offices in this chapter.)

Senate

answering

service

Senators’ offices may transfer incoming calls to their Parliament Hill office to a

telephone message service. This service is operated by the Client Service Centre

Monday to Friday from 7:00 a.m. to 7:00 p.m. Eastern Time. To activate this

service dial *72, wait for a dial tone, and then dial 613-992-4577. To deactivate,

dial *73. Telephone messages taken by the answering service are transferred to

the senator’s office by electronic mail.




1-800 line A 1-800 service offers the public toll-free access to the Senate. This number is

1-800-267-7362 and is listed in telephone directories across Canada. The 1-800

line is managed by the Senate Communications Directorate and is available 24

hours a day.

Telephone

directories

The Ottawa-Gatineau Telephone Directory and the Government Telephone

Directory are distributed annually to all senators’ offices. The Government

Telephone Directory is also available on the Internet at: http://publiservice.gc.ca.

Telephone directories for other areas can be obtained upon request, and the cost

will be charged to the Senators’ Research and Office Expense Budget. Senators

can list their names in the white pages of their regional telephone directories, and

the cost will be paid from the respective Senators’ Research and Office Expense

Budget.

The IntraTel Online Telephone Directory provides information on

parliamentarians, employees and services at the Senate, the House of Commons

and the Library of Parliament. Senate employees can find IntraTel on the

IntraSen and the IntraParl websites.

2.8. Cleaning and Recycling

Services The Maintenance Service ensures the cleanliness of Senate buildings and

performs the daily upkeep of senators’ offices. It is also responsible for the

distribution of water and ice, cloakroom service and recycling.

For additional information, call the Client Service Centre at 613-992-3333.

Cleaning Cleaning services are provided from 5:30 a.m. to 11:00 p.m. Monday to Friday,

from 7:00 a.m. to 12:00 noon on Saturdays and Sundays and overnight on

Sundays from 11:00 p.m. to 7:30 a.m.

Water and

ice

Water coolers are placed at various locations on each floor of every Senate

building and can be requested for a senators’ office. Ice machines are also

located in each Senate building.

Recycling As a member of the Partners for a Green Hill, the Senate participates in a

number of efforts to reduce, reuse and recycle energy and resources. The Senate

provides central recycling bins for newspapers, cans, plastic and paper on each

floor in all Senate buildings and each office is equipped with a blue bin for

recyclable paper products. A paper towel composting program has been

implemented in all public washrooms in the Parliamentary Precinct.

Senators’ offices are encouraged to practise green measures.

http://publiservice.gc.ca/




3. Senate Administrative Services

3.1. Communications

In-house

services

The Communications Directorate provides senators with bilingual, non-partisan

communications advice and tools, including style advice, electronic letterhead,

effective dissemination assistance for news releases and media advisories, and

coordination of media spokesperson and presentation skills training for

senators. A guide on product and services available to senators and committees

is available on the IntraSen.

Daily media

coverage

summary

A summary of Senate-related media coverage is prepared by the

Communications Directorate and e-mailed each weekday morning to the entire

Senate community. Senators may forward articles from publications not

regularly monitored for inclusion the next day.

Filming

requests

Requests to film in the Senate Precinct must be approved, through Senate

Communications, by the Speaker of the Senate and/or by the Internal Economy

Committee.

Media

relations

The Directorate provides a range of tools to assist senators’ offices in reaching

out to Canadians; templates to aid in the development of communications plans,

news releases, media advisories and newsletters; customized electronic

letterhead for news releases and media advisories; electronic distribution of

bilingual and non-partisan media advisories and news releases.

Media

requests

The Directorate assists with institutional responses to news items critical of the

Senate, provides publicly available information, and redirects requests for

interviews with senators to the appropriate office.

Calls received from journalists on matters that can only be answered by

senators, such as questions on their attendance, are referred to these individuals.

Publications

The Communications Directorate provides copies of the publications destined

for the public to senators for their own distribution. The list of publications is

available on the IntraSen.

Outreach

Programmes

The Directorate coordinates senators’ participation in a variety of institutional

outreach initiatives, including programs such as Encounters with Canada and

Teacher’s Institute.




3.2. Printing

In-house

services

Senate Printing Services provides in-house printing and duplicating services,

including: offset printing for items such as letterhead, business cards, envelopes,

forms, special occasion cards and other stationery; bulk (a quantity greater than

150) photocopying to meet operational demands; duplication of official Senate

documents such as the Debates of the Senate, Journals of the Senate, committee

reports, draft legislation (bills), and so forth. Convenience photocopiers are

located in common areas.

Services also include franking, lithographic printing, folding, stitching, cutting,

drilling, padding and shredding, cerlox/coil binding and labelling.

For further information about printing and duplicating services, contact Senate

Printing Services at 613-934-1650.

Cost recovery The following services are provided by in-house operations but costs are

charged to senator’s budget (Senators’ Research and Office Expense Budget):

printing of Special Occasion Cards from stock (charge-back will apply to

quantities in excess of 2 000 cards per year); negatives and artwork for offset

printing; binding tape; colour copying; reproduction of photos; and other

services that may not be available in-house.

Outside

service

providers

Senators’ offices may obtain services from an outside provider for services

when they are not available in-house through the Purchasing and Contracting

Division. Costs for all requests for printing or duplication services furnished by

outside providers will be paid from the Senators’ Research and Office Expense

Budget.

Restrictions The printing and duplication of documents by Senate Printing Services or an

outside service provider are restricted to documents related to the work of the

Senate and do not include: partisan documents; documents containing letterhead

of the party or senators’ stationery with party logos; parliamentary publications

in their entirety, which are available from distribution centres, other government

entities or commercial sources; and reproductions for public distribution of

material protected by copyright, where written approval has not been obtained

from the author or publisher.

Colour

restrictions

Colour printing (offset printing) requires that the same document be processed

through printing equipment for each colour. Therefore, the application of each

colour will be counted as an impression.




Colour copying is available in-house, and costs will be paid from the Senators’

Research and Office Expense Budget.

Requests

above

entitlements

All requests for printing beyond the approved standard must be submitted in

writing to the Internal Economy Committee for approval.

Submitting

printing

requests

All requests for printing and duplicating services must be submitted on the

Printing Services Requisition Form.

Requests should clearly indicate the type, quantity, size, colour and binding

requirements for the specific document required. The original document must be

submitted with the form requesting duplication.

When requesting printing services, all information provided must be accurate

and clear.

Printing requests can be submitted online through the Senate’s “Printing

Services Impression” (PSI) website at http://intrasen/psi.

Stationery The Senate Printing Services can produce business cards, letterhead, notepaper,

complimentary slips and envelopes for senators, according to the stationery

printing standards at no cost to the senator. The PSI website has a number of

templates which can be personalized by the senator.

Embossing Senators will be provided with embossed letterhead on quality paper.

Embossing will include the Senate wordmark and the Canadian coat-of-arms.

The Senate Printing Services will print, utilizing the offset method, all other

information such as the requesting senator’s name and co-ordinates, according

to the stationery printing standards.

All other requests for embossing stationery items must be processed through the

Purchasing and Contracting Division and will be paid from the Senators’

Research and Office Expense Budget.

Business

cards

Senate business cards must include the Senate wordmark and the Canadian coat-

of-arms.

Business cards are to be supplied only to senators, Senate officials and

employees of the Senate. Business cards must not be provided to contractors or

persons not directly employed by the Senate.

http://intrasen/psi




3.3. Parliamentary Publications

Blues Senators have the opportunity to review, for accuracy, any statements they make

in the Senate Chamber prior to the publication of the Debates of the Senate. The

unedited, untranslated and unpublished verbatim record (or “blues”) is sent to

senators in their office or in the Senate Chamber for review.

Distribution

of

publications

The Joint Distribution Centre distributes the Debates of the Senate, Journals of

the Senate and other parliamentary publications such as draft legislation (bills)

and committee reports.

For more information contact the Joint Distribution Centre at 613-990-4222.

3.4. Mail and Messenger Services

Postal

services

The Senate Mail Room (Room 015, East Block) receives all incoming Senate

mail and sorts it for delivery to senators’ offices. It also receives and dispatches

all outgoing Senate mail in accordance with Canada Post guidelines. Further,

the Senate Mail Room provides services such as money orders, metered mail

service and the sale of stamps.

To contact the Senate Mail Room, call the Client Service Centre at 613-992-

3333.

Availability The Mail Room is open Monday to Friday from 8:00 a.m. until 5:00 p.m. It is

closed from noon until 1 p.m.

Postage Mail to or from senators is postage-free, as specified in the Canada Post

Corporation Act. These free mail services facilitate communication between

senators and Canadians and are available regardless of whether the Senate is in

session.

Senators may send letter mail, publication mail and addressed ad mail posted in

Canada for mailing in Canada. Mail addressed to senators is also delivered

postage-free. The maximum size permitted is 39mm x 270mm x 20mm and

maximum weight is 500g.

Parcels, postal insurance and special services such as registered mail or Express

Post are not included in the free mail services, but may be charged to the

Senators’ Research and Office Expense Budget.

All mail sent by senators from Ottawa or from their place of residence must be




franked on the upper left-hand corner of the envelope with the senator’s name or

initials. Pre-franked envelopes are available from Senate Printing Services.

Franking is for the exclusive use of senators to assist in carrying out their

parliamentary functions. Senators are responsible for ensuring that postage-free

mail is used exclusively for Senate-related business.

Mail

redirection

When a senator retires or resigns, mail received by the Senate Mail Room will

be re-directed to a forwarding address supplied by the senator for a period of six

(6) months.

Internal mail

service

The Senate’s internal mail system is provided to senators and the Senate

Administration and is intended for routine non-urgent deliveries, including the

delivery of mail, parliamentary publications, parcels and newspapers; the pick-

up of regular mail intended for delivery by Canada Post, and the pick-up and

delivery of internal mail intended for delivery within the Parliamentary Precinct.

Door to door pick-up and delivery services are offered four (4) times a day,

Monday to Friday:

1) between 9:15 a.m. and 10 a.m.

2) between 11 a.m. and 11:45 a.m.

3) between 1:30 p.m. and 2:15 p.m.

4) between 3:15 p.m. and 4 p.m.

The guaranteed turnaround time for deliveries is two (2) hours.

Newspapers are distributed between 8:30 a.m. and 9 a.m.

For additional information, contact the Client Service Centre at 613-992-3333.

Messenger

services

The Senate Administration provides messenger services at no cost to senators.

The Messenger Service delivers urgent requests that cannot be sent by

electronic mail, facsimile or by the Senate’s internal mail service. It ensures

pick-up and delivery either on foot or by vehicle among the buildings on

Parliament Hill and in the National Capital Region. The service will deliver

parcels up to 8.3 kg. (20 lbs).

The service is available from 8 a.m. until 30 minutes after the Senate adjourns

on sitting days, and when the Senate is not sitting from 8 a.m. until 5 p.m. (until

4 p.m. during summer) Monday to Friday.

Deliveries for the Senate Chamber and Committees will be made within

30 minutes. Items of a legislative nature for delivery within the perimeter (the




area between Sussex and Bronson and between Laurier and the Ottawa River)

will be taken care of within 60 minutes. Items sent outside the perimeter but

within the National Capital Region will be delivered within two (2) hours. All

deliveries of a non-legislative nature will be completed as quickly as possible.

Like all Senate resources, messenger services are to be used to assist senators in

carrying out their parliamentary functions, but cannot be used for nomination

campaigns and election campaigns.

For messenger services contact the Client Service Centre at 613-992-3333.

Courier

deliveries

Courier deliveries destined for the Senate Precinct will only be accepted at the

main entrance to the Victoria Building. The Protective Service electronically

scans all incoming deliveries before handing them over to the Messenger

Service.

3.5. Records Management

Classification Records management services, under the direction of the Senate Archivist, are

available to senators who want an information classification system tailored to

their needs for use in their offices, for the organization and filing of active

records.

File storage Senators can deposit their inactive Senate records with the Senate Records

Processing Centre. A Records Transfer form must accompany the boxes sent to

Records Management Services for storage.

Archives At the end of their term, former senators are invited to communicate with

Records Management Services for assistance in processing their papers into

archives. Former Speakers and certain other senators will be invited to donate

their archives to the Senate. Other senators in the past have seen fit to transfer

their records to their provincial archives or other archival institutions of their

choice.

Please contact the Senate Archivist at 613-943-1804 for more information.

3.6. Transportation

Shuttle bus A Senate shuttle bus service is available to senators, their staff and all Senate

personnel, with priority given to senators. Three (3) buses are in circulation.

Two (2) buses have a seating capacity for 12 and the third has handicapped




accessibility and a seating capacity of nine (9).

The service is provided Monday to Friday from 8:00 a.m. to 5:00 p.m. In

addition, the service is available 30 minutes before a Senate sitting or a

committee meeting, and 30 minutes after Senate and committee sittings.

The service has a predetermined route with regular stops at the Centre Block

main Senate entrance, Victoria Building main entrance, East Block gate and

East Block freight entrance. The service will also stop upon request, at the

Centre Block west entrance, West Block and the Wellington Building north

entrance.

In addition to the Senate shuttle service, senators and staff can also ride on the

House of Commons shuttle buses. When requested, the House of Commons

shuttle will also stop at the East Block gate, the East Block main entrance and

the Centre Block main Senate entrance.

Should senators require additional or special services other than those normally

available, they must forward a written request to the Director General,

Parliamentary Precinct Services.

3.7. Office Moves

Moves All arrangements regarding office moves are made through the Client Service

Centre. The Client Liaison Officer is responsible for coordinating the work to be

done in the new office, such as: preparing office plans; painting and general

repairs; cleaning; moving furniture and furnishings; moving computers;

installing drapes, telephones, fax machines and computer drops; identifying

electrical requirements and parking spaces and procuring office keys.

The relocation of office equipment or other demands not part of a move are to

be addressed to the appropriate service, such as the Information Systems

Directorate for moving computers and telecommunications.

3.8. Meeting Rooms and Audio Visual Needs

Senate

facilities

The Senate Precinct is a smoke-free environment.

There are a number of rooms in the Senate Precinct that are used for committee

meetings, caucus meetings, private meetings and receptions. These rooms are

allocated primarily for parliamentary functions, including public and official

business and partisan activities other than fundraising.




Requests can also be made to reserve the Senate Chamber, Foyer and East

Block Courtyard for official or public business.

Use of

facilities

Senate facilities are not to be used for personal family-related functions. Proper

decorum and reasonable care in the use of the facilities must be exhibited at all

times.

Senate facilities are non-smoking. Alcohol may be served, except in the Senate

Chamber, to those over the age of 19.

Refer to the Senate Room Allocation Policy and Guidelines for details.

Costs There is no charge for the use of Senate facilities for parliamentary functions.

If Senate facilities are allocated for non-parliamentary functions, the user will

ordinarily pay the Senate on a cost-recovery basis for the use of the room and all

additional costs regarding set-up, clean-up, equipment rental, overtime and

damages.

Reservations The use of Senate facilities always requires a reservation by an authorized

person. Senators, members of the House of Commons, directors of the Senate,

and the Parliamentary Librarian are permitted to reserve Senate facilities.

Reservation requests for meeting rooms must be made on the Room Allocation

Request form and forwarded to the Committees Directorate.

Reservation requests for the Senate Foyer, the Senate Chamber, the Senate

Reading Room and the East Block Courtyard are coordinated by the Usher of

the Black Rod. Senators may contact the Usher of the Black Rod at 613-992-

8483.

Sponsor Any person or organization not authorized to reserve a Senate facility may

reserve through a sponsor; the sponsor must be in attendance in person

throughout a non-parliamentary function.

A sponsor is defined as a senator, a member of the House of Commons, or a

director of the Senate.

Priority The Senate has priority at all times for access to all Senate facilities. Senators

have priority over Members of the House of Commons or the Senate

Administration. Requests for parliamentary functions have priority over those

for non-parliamentary functions. Otherwise, reservations are accepted on a first-

come, first-served basis.




Audio-visual

needs

The Parliamentary Precinct Services Directorate will install, set-up, relocate,

manage and commission systems and stand alone equipment, such as overhead

projectors, televisions, VCRs, DVD players and LCD projectors for

parliamentary functions.

Requests for room set-up should be forwarded to the Committees Directorate at

613-990-0088 at least one (1) day prior to the event.

Video-

conferencing

Videoconferencing is available in: Room 257, East Block; Room 356-S, Centre

Block; and Rooms 2 and 9, Victoria Building. One (1) hour is required for set

up to install the videoconferencing equipment.

Work stations Senators have access to a number of small work-stations in Room 254-N at the

rear of the Senate Chamber, which are equipped with desks, chairs, telephones,

and a nearby facsimile machine. No reservations are required.

3.9. Translation

Access Senators may obtain translation, terminology and linguistic consultation

services, in either English or French, at no cost through a special section of

Public Works and Government Services Canada’s Translation Bureau, and their

on-line software application, Termium Plus.

The translation process normally requires at least three (3) working days. In

exceptional circumstances, a translation can be provided within 24 hours.

The Principal Clerk, Chamber Operations and Procedure, will liaise with the

Translation Bureau when a senator reports problems regarding translation

services.

Requests A translation account is set up for each senator’s office in the Translation

Bureau’s website. Translation requests, along with the text to be translated, are

sent through this website to the Translation Bureau. If the text to be translated

is not in electronic format, it may be faxed to (819) 996-8716. Where

applicable, written authorization from the copyright holder for translation of the

text should accompany the request.

To assist the translator, senators are urged to provide the Translation Bureau

with any relevant documentation or to specify where such documentation may

be found.




For further information, the Translation Bureau can be reached at (819) 996-

9180. (See Appendix A – List of Services for additional information on services.)

Eligible

documents

A senator may obtain translations from one (1) official language to another of:

portions of speeches (about 1 000 words) to be delivered in the Senate by the

senator in his or her second official language; letters related to the senator’s

duties; working documents required by the senator to perform his or her duties;

speeches and documents on public issues intended for delivery to non-partisan

audiences; and the home page and navigation links for the senator’s website, as

well as a biographical sketch for the site.

Letters related to a senator’s duties will also be accepted for translation from or

into a language other than English or French.

Restrictions The following types of document will not be accepted for translation: texts for a

senator’s personal use or unrelated to his or her activities as a senator; press

clippings and magazine articles; any document of a partisan or party nature;

parliamentary publications available from another source; publications for

distribution, protected by copyright, where written approval has not yet been

obtained from the author or publisher; party research material; texts whose

translation is the responsibility of another service, such as drafts of bills,

motions or questions; texts that conflict with the Rules of the Senate, or that

duplicate the work of the Senate or its committees; and texts other than letters

for translation from or into a language other than English or French.

3.10. Security

Security

accreditation

Any individual, other than a parliamentarian, dignitary, VIP or visitor, who

requires access to Senate buildings must fill out and sign a Security

Accreditation form. The Security Accreditation form authorizes the Protective

Service Directorate to do a criminal record name check and a security

assessment.

ID cards The Protective Service Directorate will issue to all new staff a Senate photo

identification card that will grant them access to all Senate buildings. The

identification card will not be issued unless a security accreditation has been

performed.

Senators and members of their immediate family are encouraged to obtain an ID

card to ensure that all essential details are integrated into the identification

system. Senators and their spouses or common-law partners are not required to

display ID cards, but are given distinctive lapel pins by which they can be

identified by the Protective Service.




All persons working at the Senate, including employees, term appointments,

contractual employees, and contractors must possess and display a valid Senate

identification (ID) card in order to gain access to the Senate Precinct. The ID

card must also be visibly worn at all times within the Senate Precinct.

ID cards can be obtained by visiting the Protective Service Identification

Section in Room 109a in the Victoria Building during regular business hours.

It is advisable to schedule an appointment by calling 613-995-3838.

A temporary pass, valid for the date of issue only, can be obtained at any Senate

entrance in the case of a lost or forgotten ID card.

Upon termination of employment, ID card holders are required to return the

Senate ID card promptly to the Protective Service Identification Section.

Passport

photos

Upon request, passport photos and visa photos will be taken by the Protective

Service Identification Section for senators and Senate employees who must

leave the country on official Senate business.

Visitor access

to buildings

All visitors and tourists requesting access to the Senate Precinct will be screened

through the metal detectors located at each main entrance and given a temporary

pass. Personal belongings are also subject to inspection by an x-ray machine.

VIPs and dignitaries are exempt from screening on specific request, as guests of

senators.

Senators and staff in possession of a valid Senate identification card are not

subject to these provisions.

Locksmith The Protective Service Directorate will issue keys when necessary for offices

and filing cabinets. In the event of a lost or stolen key, contact the Directorate to

re-key the locks. A Requisition for Locksmith Services form will need to be

completed.

Escort to

vehicle

For the safety and security of all senators and Senate personnel, the Protective

Service will provide, upon request, an escort to a vehicle on the Senate premises

after regular working hours.

Emergencies In case of an emergency, to report a complaint or for other assistance with

matters of security, call the Protective Service Operations Centre at

613-992-2265.




Members of the Protective Service are trained in evacuation, basic fire fighting

skills, First Aid and CPR, oxygen administration and defibrillation.

Duress

alarms

Hidden duress alarms, located in senators’ offices, are monitored 24 hours a day

by the Protective Service Operations Centre and can be used to alert the

Protective Service of an intruder, medical emergency or other type of

emergency. When an alarm is manually activated, members of the Protective

Service are dispatched immediately to investigate.

Fire Fire safety measures have been developed throughout the Parliamentary

Precinct, including the establishment of fire wardens on every floor in every

building. Regular fire drills ensure occupants of the buildings are familiar with

fire measures. Fire extinguishers are located on every floor of Senate buildings.

Senators and their staff should alert the Protective Service of any individuals

who may require special assistance in the event of an evacuation.

3.11. Parking

Availability Parking spaces are available for senators on Parliament Hill.

The Protective Service has overall responsibility for the approval, control and

administration of Senate parking. Upon appointment to the Senate, senators are

issued a parking permit to be used in areas reserved for senators. Permit

stickers must be displayed in the lower right hand corner of the rear window of

the vehicle.

Special spaces are also available for senators with a disability; they may also be

provided to senators’ staff on a case by case basis.

For more information contact the Protective Service Traffic Section at 613-943-

0033.

House

Officers

The Speaker of the Senate, the Leader of the Government in the Senate and the

Leader of the Opposition in the Senate each have one (1) designated parking

space on the Hill and two (2) additional undesignated parking spaces.

The following House Officers are entitled to one (1) designated parking space

and one (1) additional undesignated parking space: each senator who is a

Minister of the Crown; the Deputy Leader of the Government in the Senate; the

Deputy Leader of the Opposition in the Senate; the Government Whip in the

Senate; and the Opposition Whip in the Senate.




Temporary

passes

Temporary parking passes may be issued upon request to meet the special needs

of senators and staff, provided space is available.

Guests Guests may be given temporary parking on an “as and when available” basis.

Availability will be on a “first come, first served” basis. Senators are urged to

keep these requests to a minimum on days when the Senate is sitting.

Temporary parking privileges will only be granted when the Protective Service

is satisfied that granting the temporary pass will not inconvenience senators.

Staff Senators who do not avail themselves of their parking entitlement may wish to

authorize a member of their staff to park in their allocated parking space by

filling out a Parking Authorization form. This form must be renewed on a yearly

basis.

3.12. Food and Catering

Parliamentary

Restaurant

Senators have access to the Parliamentary Restaurant, located on the sixth floor

of Centre Block. The Restaurant is open when Parliament is in session from

Monday through Friday for lunch, and for dinner services from Monday through

Thursday. All parliamentarians, their spouses or common-law partners,

immediate family and guests may dine in the restaurant. Appropriate business

attire is required at all times. Senators or their spouses or common-law partners

may invite a maximum of 10 guests to join them in the restaurant. For

reservations or information, call 613-992-2758.

The Restaurant honours all major credit cards, accepts cash and debit, and will

extend credit to senators, with payment due on receipt of a monthly statement.

The Restaurant also offers a full catering and coffee service for meetings,

lunches and receptions. For further information, contact Food Services at 613-

992-2758.

Cafeterias There are a number of cafeterias in the Parliamentary Precinct which senators

and staff can access: Centre Block, 5th

Floor; East Block, basement; Victoria,

ground floor; and West Block, ground floor.

3.13. Health Units

Appoint-

ments

Appointments should be made with the respective Health Unit nurses in order to

obtain the health services noted below.




Availability

(Monday to

Friday)

A Registered Nurse is on duty as follows:

Centre Block, room 139-C, from Monday to Friday, 8:00 a.m. to 12:30

p.m. and 1:30 p.m. to 4:00 p.m.; the unit can be reached by calling

613-992-2570 or the cellular number: 613-794-7520

A second health unit is located in the Wellington Building, room 245. It is also

staffed by a Registered Nurse. The hours of operations and telephone numbers

are as follows:

Monday, Thursday, Friday: 8:00 a.m. to 11:30 a.m. and 12:30 p.m. to

4:00 p.m.; telephone: 613-992-7161 or cellular: 613-794-7522

Tuesday and Wednesday: 7:30 a.m. to 11:30 a.m. and 12:30 p.m. to 3:30

p.m.; telephone: 613-992-0921 or cellular: 613-297-4725

Services The nurses can provide a broad range of services, including ongoing care such as

nursing assessments, dressings, blood pressure tests, immunizations (flu

vaccinations only) and medically-prescribed injections, referrals for medical care

in the National Capital Region and referrals to the Employee Assistance Program

(EAP).

After hours

and

emergency

services

The Health Units do not provide services outside of the normal hours noted

above. It is recommended that you consult a local medical clinic (e.g. a walk-in

clinic) or a local hospital for medical services during these periods.

For emergency or urgent situations in the parliamentary precinct please contact

the Senate Security Operations Centre at 613-992-0550. It will coordinate an

emergency response as warranted. It also maintains a list of nearby walk-in

medical clinics.

For emergencies away from the parliamentary precinct call 9-1-1.

Website The Health Unit website can be accessed through the following link:

http://intraparl.parl.gc.ca/adminserv/house/progserv/OHSE/site_working_hoc/OHSEunit

s-e.asp

3.14. Fitness Room

Access The Fitness Room, located in the basement of the Victoria Building, is reserved

for the use of senators, Senate employees and others with a Senate identification

card, and persons with a written invitation from a senator, the Clerk of the

Senate or a director of the Senate.

Conditions of

use

Users are required to sign in every time they use the Senate Fitness Room.

http://intraparl.parl.gc.ca/adminserv/house/progserv/OHSE/site_working_hoc/OHSEunits-e.asp

http://intraparl.parl.gc.ca/adminserv/house/progserv/OHSE/site_working_hoc/OHSEunits-e.asp




Proper attire is required at all times. Shirts and running shoes must be worn.

Street shoes are not permitted. Stocking feet are not permitted.

Designated day-use lockers in the change rooms must be emptied daily.

Users must observe common courtesies at all times: return equipment to its

rightful place after use; wipe down benches and seats after use; refrain from

loud noises and foul language; and refrain from bringing in food or drink.

Users are to report any broken or defective equipment immediately to the Client

Service Centre at 613-992-3333.

3.15. Removal and Relocation Expenses

Removal and

relocation

expenses

Relocation is defined as the geographic move of personal effects from one

location to another. Removal expenses are those related to the packing and

removal of personal effects from the residence.

Removal and relocation services are available to senators during their period of

service in the Senate for: one (1) move from their residence in the province

which they represent to Ottawa; and one (1) move from their residence in

Ottawa within 100 km of Parliament Hill to one place in Canada of their choice.

Senators must make arrangements through the Purchasing and Contracting

Division for all removal and relocation services. The Purchasing and

Contracting Division will acquire the services of a qualified moving firm

through a general competitive process and will issue all contracts for removal

and relocation services.

Contracts will be in the name of the Senate and invoices for removal and

relocation services will be sent to the Finance Directorate, who will forward

them to the senator for certification. Senators must verify the charges, sign the

invoice and return it to the Finance Directorate for payment.

Refer to the Senate Asset Management Policy for additional information on the

management of Senate assets and inventory control.

Eligible

expenses

The following services are eligible for payment by the Senate: packing,

unpacking and moving of personal effects; storage of personal effects for a

period of up to two (2) months; insurance premiums of up to $1 000 for

insurance of personal effects; payment of an insurance deductible in the case of

loss or damages; and the costs of moving one (1) automobile.




Contact the Purchasing and Contracting Division for confirmation of eligible

expenses.

Non-eligible

expenses

The following services are not eligible for payment by the Senate: real estate or

legal costs; transportation of food or perishable items, recreational vehicles,

plants or pets; extra delivery or pick-up; local moves within the National Capital

Region; excess baggage costs by plane; preparation and servicing of appliances;

house cleaning; preparation of special items; or extra costs of guaranteed

delivery dates.

Contact the Purchasing and Contracting Division for additional and detailed

information on ineligible expenses.

Claims Any loss or damages to personal property must be reported to the mover

immediately. The Purchasing and Contracting Division should be informed of

any unresolved claims.

3.16. Other Services

Tailor The House of Commons Tailor Shop, located in Room B-40 of the Wellington

Building, provides minor clothing repairs and pressing.

For more information, contact the Tailor Shop at 613-992-6327.

Daycare Parliamentarians and their staff have access to on-site daycare. Children on the

Hill, located in the Confederation Building, provides bilingual and educational

programming for children aged 18 months to 5 years old.

For more information, contact Children on the Hill at 613-992-2879.

OASIS The Parliamentary Television Network offers a commercial television cable

network including additional selected satellite channels. The network also

provides an internal network of parliamentary information channels such as: live

audio coverage of Senate proceedings; live television coverage of House of

Commons proceedings; live coverage of press conferences held in Room 130-S

Centre Block and in the National Press Theatre; projected order of House of

Commons business; committee information channels including live coverage of

selected hearings of the Senate and the House of Commons; airline arrival and

departures from the Ottawa International Airport; and public affairs

programming.




For information on the Parliamentary Network or the Demand Video and

Duplication Services telephone 613-995-1318.

4. Library of Parliament

Overview The Library of Parliament provides information, documentation, training

sessions and seminars, research, and analysis services to senators. Senators

may borrow books and other materials from the Library of Parliament and

request borrowing privileges for their staff.

The Speakers of the Senate and of the House of Commons direct and oversee

the management of the Library of Parliament. The Parliamentary Librarian

administers the Library.

The Library of Parliament also maintains a Public Information Office on the

Senate and the House of Commons.

Senators can contact the Public Information Office at 613-992-4793.

Information

and

Documentation

Resource

Service

The Information and Documentation Resource Service answers factual

inquiries; selects and provides source materials for use in speeches, papers, and

so forth; prepares bibliographies, reading lists, specialized data and

information; maintains up-to-date information on the progress of legislation in

both Houses; and maintains a newspaper clippings system.

This branch also maintains up-to-date information on-line on the IntraParl,

including: biographical information, statistical information, and legal and major

newspaper databases.

Quorum, a collection of selected press clippings from newspapers across the

country that is distributed to all parliamentarians, is also prepared by this

branch. Quorum is published daily when Parliament is in session and twice-

weekly at other times.

Senators and staff can contact the Reference Desk at 613-995-1166.

Parliamentary

Research

Services

Parliamentary Research Services is staffed by specialists in law and

government, economics, science and technology, and political and social affairs

who prepare research papers and briefing notes for senators and members of

the House of Commons to assist them in their parliamentary duties.

Parliamentary Research Services also supplies analysts who assist committees




by drawing up lists of suggested witnesses, providing briefing notes and

questions for hearings, preparing issue papers, collating and analysing evidence

and drafting reports. In addition, it writes studies, legislative reviews and

backgrounders on public issues, copies of which are available to

parliamentarians.

A senator may commission research and analysis on a specific issue by

contacting Parliamentary Research Services at 613-996-3942.

Parliamentary

Reading Room

The Parliamentary Reading Room is maintained within the Library of

Parliament and provides parliamentarians with access to current periodicals and

newspapers from across the country.

Senators can contact the Parliamentary Reading Room at 613-992-2896.

Senate

Reading Room

The Senate Reading Room (260-N) is located at the rear of the Senate Chamber

and offers senators access to a range of select periodicals and newspapers. This

room is only staffed when the Senate is sitting.

Senators can contact the Senate Reading Room at 613-947-0960.

Parliamentary

tours

Visitor tours may be arranged by contacting Parliamentary Tours at

613-996-0896.



April 28, 2008 CONFIDENTIAL H - 1

Annex H - Senators’ Offices

1. Detailed List of Office Equipment Allotment: ................................................................... 2

2. Administration “Equipment Loan” List .............................................................................. 3




1. Detailed List of Office Equipment Allotment: -A-

DESCRIPTION

-B-

QUANTITY

ENTITLED FROM

ADMIN. BUDGETS

-C-

QUANTITY

ENTITLED FROM

OFFICE EXPENSE

BUDGETS

-D-

TOTAL MAXIMUM

ENTITLEMENTS

1. *Wireless Telecommunication

Devices (up to a maximum of

six (6) monthly plans).

0

4 4

2. Facsimile machines 1

1

2

3. Computers (Portable or P.C.) 1 (PC) 3

4

4. Printers 1 2

3

5. Computer scanner 0 1

1

6. Photocopier 0 1

1

7. Paper Shredder 0 2

2

8. Television

1 1 2

9. VCR

1 1 2

10. Audio System (Max. $800.00)

0 1 1

11. ** Multi-Task Machine

(copier/Fax/Printer/Scanner)

0 1

1

12. ***Digital Camera (Not to

exceed $500.00 including

accessories)

0

1 1

13. Other equipment with a dollar

value of less than $250.00

0 As required As required

* For further details in regard to wireless devices, please refer to the Senate Telecommunications Policy for

Senators.

** A multi-task machine may be acquired. However this equipment would reduce the entitlement for printers,

facsimile machines, copiers and scanners by one each.

*** All collateral costs related to the operation, maintenance and support of digital cameras including photo editing

is to be charged to the Senators’ office expense budgets.




2. Administration “Equipment Loan” List

The following items will be provided by the Senate Administration to Senators’ offices, as

required, on a short-term loan basis.

PART A (Managed by the Senate’s Asset Management and Distribution Services)

Overhead Projector (1)

Camera (35mm) (1)

Slide Projector (1)

Portable Screen (1)

Video Camera with Tripod (1)

Fax Machine (1)

Portable Voice Recorders (2)

Transcriber (1)

Signature Machines (2)

Other Equipment that may be required *

* Other equipment may be added to the loan system when there is a continuing requirement for

such. Otherwise, if the nature of the equipment is unique to the situation, rental through a private

supplier is recommended.

PART B (Managed by Information Systems Directorate)

Computers

Laptop computers

Wireless Devices (Blackberry, cellular telephones, etc.)

Satellite Telephones

Teleconferencing Equipment

Digital Cameras

Resource Guide: Office and Administrative Services

Documents

administrative services

senators office

office equipment

office allocation

office supplies

office moves

senate administrative

messenger services