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Archived Content

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1. General Information
2. Institutional Functions, Programs and Activities
3. Additional Information

1. General Information

Background

In September 1985 the Minister of Indian Affairs and Northern Development commissioned a study group to investigate the state of Canadian polar science. Based on extensive consultations with Canada's northern research community, government departments, and non-government organizations, the study group produced its report, Canada and Polar Science, in March 1987. Among its recommendations was a call for the creation of "a national body to provide ongoing contact, at a senior level, between the federal government and those concerned with Canadian polar science and research".

Professor Thomas Symon's report The Shield of Achilles, which became the draft of a mandate for the Canadian Polar Commission, expressed concern that a new commission not duplicate the efforts of other institutions, but "build upon, complement and support the work of the many diverse existing Canadian institutions, programmes, and organizations that are dedicated to the development of polar knowledge".

The Canadian Polar Commission was established by Parliament in 1991 as Canada's national advisory agency on polar affairs. It supports Canada's polar research community by developing new information resources and technologies, and by helping bring a fresh and vital perspective to bear on Canadian policy making with respect to the Arctic and Antarctic. The Commission encourages the growth of new partnerships between the science community and Northern Canadians, and seeks actively to raise the profile of polar research at the national level.

Responsibilities

The Polar Commission's mandate requires it to: Monitor polar knowledge in Canada and around the world; work with Canadian and international institutions to determine scientific and other priorities; encourage support for Canadian polar research; communicate polar research information to Canadians; and foster international co-operation in the advancement of polar knowledge.

The Commission can: initiate, sponsor and support conferences, seminars, and meetings; undertake and support studies on matters relating to the polar regions, and publish and disseminate relevant studies and reports; recognize relevant achievements and contributions and give prominence to Canadian polar scientific research and its application; support and encourage organizations, institutions, and individuals involved in polar research.

2. Institutional Functions, Programs and Activities

The Canadian Polar Commission Board members are selected for their northern expertise, and to reflect the ethnic, linguistic, and regional diversity of Canada's polar regions. Full-time employees in the Public Service of Canada are not eligible. Members hold office for three years, and may be appointed for a second term.

Information Holdings

Canadian Polar Information Network (CPIN) FORUM

Description: CPIN Forum is an interactive communications tool that allows for the exchange of information regarding Canadian polar research. Individuals must register in order to obtain access.

Document Types: Contact information

Record Number: CPC CPIN 01

Canadian Polar Information Network (CPIN) FORUM
 – Bank number: CPC PPU 002

Description: The information in this PIB is used to maintain and administer the CPIN Forum. The personal information collected includes the individual's first and last name, title, the name of the organization represented, mailing address as provided, telephone and fax numbers as provided, and e-mail address.

Class of Individuals: Individuals who have self-registered in order to have access to the information services of the CPIN Forum according to their areas of interest

Purpose: The CPIN forum site has been established to simplify the exchange of information between the various polar research communities, by allowing registered users to receive information from and post information to the Polar Science Forum.

Consistent Uses: The information described in this PIB is used to monitor subscriptions, and to contact subscribers.

Retention and Disposal Standards: The record is retained for two years after an individual ceases subscribing.

RDA Number: TBD

Related Record Number: CPC CPIN 01

TBS Registration: 006398

Bank Number: CPC PPU 002

Directory of Polar Science Specialists

Description: The directory consists of information about specialists in Canadian polar research who wish to be included in the publicly accessible Researchers' Directory. These individuals submit their research specialty, a list of and recent publications, and their contact information.

Document Types: Research specialty, recent publications, and contact information for Canadian polar specialists.

Record Number: CPC RD 01

Canadian Polar Information Network (CPIN) Researcher's Directory
 – Bank number: CPC PPU 003

Description: The database related to this bank contains information about individuals who are included in the Canadian Polar Information Network Researcher's Directory. The information in the bank is as follows: individual's first and last name; affiliation; province and country of residence; mailing address; telephone number, fax number and e-mail address as provided; website; research specialty; and recent publications.

Class of Individuals: Canadian polar specialists who have self-registered to be included in this directory as well as research partners if applicable.

Purpose: To provide an online searchable database of Canadian polar specialists and researchers that is accessible to the public.

Consistent Uses: This information is used to add to or update the directory listings.

Retention and Disposal Standards: The information is posted indefinitely and each entry is updated when new information is provided.

RDA Number: TBD

Related Record Number: CPC RD 01

TBS Registration: 006399

Bank Number: CPC PPU 003

Polar Science Materials

Description: The Commission's files contain reports and studies relative to polar science; and the Commission's regular publications (Meridian and Newsletter of the Canadian Antarctic Research Network.)

Document Types: Arctic research in Canada, Antarctic research by Canadians: various topics related to physical and social sciences

Record Number: CPC PUB 001

Internal Services

Internal Services are groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. These groups are: Management and Oversight Services; Communications Services; Legal Services; Human Resources Management Services; Financial Management Services; Information Management Services; Information Technology Services; Real Property Services; Materiel Services; Acquisition Services; and Travel and Other Administrative Services. Internal Services include only those activities and resources that apply across an organization and not to those provided specifically to a program.

Acquisitions

Acquisition Services involve activities undertaken to acquire a good or service to fulfil a properly completed request (including a complete and accurate definition of requirements and certification that funds are available) until entering into or amending a contract.

Communications Services

Communications Services involve activities undertaken to ensure that Government of Canada communications are effectively managed, well coordinated and responsive to the diverse information needs of the public. The communications management function ensures that the public - internal or external - receives government information, and that the views and concerns of the public are taken into account in the planning, management and evaluation of policies, programs, services and initiatives.

Financial Management

Financial Management Services involve activities undertaken to ensure the prudent use of public resources, including planning, budgeting, accounting, reporting, control and oversight, analysis, decision support and advice, and financial systems.

Human Resources Management

Human Resources Management Services involve activities undertaken for determining strategic direction, allocating resources among services and processes, as well as activities relating to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies, and/or plans.

Applications for Employment
 – Bank number: CPC PPU 001

Description: The records related to this bank contain information on individuals who have submitted applications for employment and related correspondence. The records may contain letters, completed application forms, résumés, letters of reference and letters from the Commission acknowledging receipt of applications. The types of personal information collected include: applicant's name, mailing address, telephone number, e-mail address, employment status and history, marital status, age, sex, country of birth, citizenship, social insurance number, educational background and letters of recommendation.

Class of Individuals: Individuals seeking employment with the institution.

Purpose: To maintain an inventory of potential candidates that may considered for use in a staffing purpose when vacancies arise within the Canadian Polar Commission.

Consistent Uses: Relevant information may be transferred to an employee personnel record if the individual is offered and accepts employment. This information may also be used for planning and evaluation purposes.

Retention and Disposal Standards: Individual applications that are not considered during a staffing process are retained for six months after receipt of the application and then destroyed. Applications considered during a staffing process are retained for 3 years following the expiry of the eligibility list or after the last administrative use and then destroyed.

RDA Number: 98/005

Related Record Number: CPC PRN 920

TBS Registration: 005600

Bank Number: CPC PPU 001

Information Management

Information Management Services involve activities undertaken to achieve efficient and effective information management to support program and service delivery; foster informed decision making; facilitate accountability, transparency, and collaboration; and preserve and ensure access to information and records for the benefit of present and future generations.

Legal Services

Legal Services involve activities undertaken to enable government departments and agencies to pursue policy, program and service delivery priorities and objectives within a legally sound framework.

Management And Oversight Services

Management and Oversight Services involve activities undertaken for determining strategic direction, and allocating resources among services and processes, as well as those activities related to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies, and/or plans.

Materiel

Materiel Services involve activities undertaken to ensure that materiel can be managed by departments in a sustainable and financially responsible manner that supports the cost-effective and efficient delivery of government programs.

Real Property

Real Property Services involve activities undertaken to ensure real property is managed in a sustainable and financially responsible manner, throughout its life cycle, to support the cost-effective and efficient delivery of government programs.

Travel And Other Administrative Services

Travel and Other Administrative Services include Government of Canada (GC) travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.