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POLAR Fellowship Program 2025-2026 Guidelines

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Summary

The Polar Knowledge Canada (POLAR) Fellowship Program is enabled through POLAR's Grants and Contributions to Support the Advancement of Northern Science and Technology. Through this annual program, POLAR supports five POLAR fellows to undertake work that falls within the scope of one of POLAR's three Science and Technology (S&T) Goals and is conducted at a northern institution.

The POLAR Fellowship is for post-doctoral researchers and visiting researchers. Visiting researchers refers to university-based researchers, community-based researchers, and Indigenous knowledge-holders.

A POLAR Fellowship aims to support eligible individuals who wish to continue to develop their northern expertise and advance their research under one of POLAR's S&T Goals.

Applicants must be affiliated with a recognized university and with a Northern institute for the duration of their fellowship.

These are Fellowships of $50,000 each for the fiscal year 2025-2026.

The closing date is February 24, 2025, at 3:00 PM EST.

POLAR Fellowship funding guide

POLAR prepared this guide and it accompanies the POLAR Fellowship Program Funding Application Form.

In this guide, POLAR:

  • introduces you to the S&T Goals, and
  • explains how to apply for funding, complete an application for funding, and how applications are assessed.

POLAR's Science and Technology program

POLAR operates a pan-northern science and technology program and recognizes the critical importance of broad-based input, especially from Northerners, in developing and implementing its five-year Science and Technology plans.

POLAR's collaborative approach builds on the long history of consultation undertaken by Indigenous and Northern Affairs Canada in the design of the Canadian High Arctic Research Station (CHARS) and the program. POLAR's 5-year Science and Technology Framework and broader agency-wide Strategic Plan set out broad goals for 2020-2025, under POLAR's vision for a sustainable future guided by knowledge and collaboration.

This S&T Framework guides POLAR's calls for research proposals. Its three goals are:

  • Goal 1: Improving knowledge of dynamic northern terrestrial, freshwater and marine ecosystems in the context of rapid change.
  • Goal 2: Increasing understanding of the connections between northern community wellness and environmental health.
  • Goal 3: Advancing sustainable energy, technology, and infrastructure solutions for the unique environmental, social, and cultural conditions in the North.

Fellowship program

POLAR Fellowships are awarded annually to post-doctoral researchers and visiting researchers. Visiting researchers refers to university-based researchers, community-based researchers, and Indigenous knowledge-holders.

Program objectives

The POLAR Fellowship Program aims to:

  • connect post-doctoral researchers and visiting researchers with northern-based research institutions,
  • support projects that work across disciplines and connect multiple knowledge holders and knowledge systems, and
  • advance knowledge to contribute to northern scientific and community priorities.

POLAR Fellows are expected to consider multiple knowledge systems, including Indigenous Knowledge and scientific approaches, in their contributions to research and policy in the North. Fellows are encouraged to work across disciplines on projects and include knowledge advancement and knowledge mobilization in their design. Project outputs should include materials that are useful and easy to understand for decision-makers and communities.

Applicants in natural and physical sciences, economic and social sciences, health and life sciences, the humanities, engineering, and technology development are encouraged to apply to the POLAR Fellowship Program. Multi- and inter-disciplinary applicants are also encouraged to apply.

Research topics can focus on any area that connects to one of POLAR's S&T Goals.

Did you know?

The Truth and Reconciliation Commission's Calls to Action (2015), the 2018 Principles Respecting the Government of Canada's Relationship with Indigenous Peoples, and the recognition and implementation of an Indigenous Rights framework prioritize reconciliation between Canada and Indigenous Peoples. The aim of the Fellowship Program is a response to this priority.

Duration

Each Fellowship is for one (1) fiscal year (April 1 to March 31). Recipients may hold only one Fellowship at a time.

Timelines

  1. Call for applications open on January 13, 2025.
  2. Submissions must be received no later than February 24, 2025, 3:00 PM EST.
  3. Successful applicants must confirm their acceptance within 7 days of receiving the result.
  4. Funds must be spent between April 1, 2025, and March 31, 2026.

Eligibility

POLAR Fellowships are awarded annually to post-doctoral researchers and visiting researchers. Visiting researchers refers to university-based researchers, community-based researchers, and Indigenous knowledge-holders.

Both a post-doctoral researcher and a visiting researcher must be hosted by a northern institution (host institution).

Successful candidates who are not Canadians or permanent residents of Canada must satisfy Canadian immigration requirements.

Post-doctoral researcher

The post-doctoral researcher must have graduated from a doctoral program:

  • in a field that aligns with one of POLAR's S&T Goals from a recognized university, and
  • within the past five years upon submission of the application.

There are no restrictions on the nationality of applicants, however, awards are subject to a citizenship quota: two-thirds of the Fellowships must be awarded to Canadian citizens or permanent residents.

Visiting researcher

A visiting researcher is an individual who meets one or more of the following criteria. They are a:

  • Northern community-based researcher affiliated with a recognized university,
  • Northern Indigenous Knowledge holder and researcher affiliated with a recognized university, or
  • University-based researcher interested in advancing their northern research program or practice.

Community-based researchers and Indigenous Knowledge holders can focus on any area of local or Indigenous Knowledge expertise that connects to one of POLAR's S&T Goals. University-based researchers can be employed in any academic discipline or department provided the research shows a clear link to one of POLAR's S&T Goals.

Host institutions

The research project must be conducted in the North and be in partnership with one of the following northern-based research institutions:

If the organization you are affiliated with is not listed, you must first request approval from the POLAR Grants and Contributions team (grants-contributions@polar-polaire.gc.ca).

Submission requirements

To apply to the POLAR Fellowship Program, you must submit a complete application package using the Polar Knowledge Canada online application and reporting portal.

It is the applicant's responsibility to ensure the application package is complete before submitting it. Applications that do not meet all eligibility criteria or are incomplete will be deemed ineligible and will not be considered.

An application package consists of:

  • Application form
  • Detailed project proposal
  • Project workplan
  • Project budget
  • Post-doctoral researcher: proof of PhD / Visiting researchers: proof of affiliation from host institution
  • Host institution Confirmation

1 - Application form

Part A – Applicant type

Identify the type of fellowship you are applying for. See the Eligibility section for details.

Part B – Applicant information

You need to provide your contact information.

Contact information is crucial to access approved funding. POLAR must be able to contact you in a timely manner.

Part C - Home institution information

Identify the institution you are affiliated with. Include the mailing address of this institution and the country.

Part D – Host institution information

You need to provide your host institution information. Include the name of the institution, the contact person, the email address, the phone number, and confirmation of received support.

If the organization you are affiliated with is not listed, you must first request approval from the POLAR Grants and Contributions team (grants-contributions@polar-polaire.gc.ca).

Part E - Project information

Provide:

  • a concise project title, and
  • the start and end date of your project. A fellowship is for one fiscal year and your project dates should align.

Identify the POLAR S&T Goal that most closely aligns with your project. Read the longer descriptions of POLAR's S&T Goals for clearer descriptions.

Identify the area(s) that your field of research best fits. You may select more than one research area. The fields are:

  • Economics
  • Engineering and technology development
  • Health and life sciences
  • Humanities
  • Natural and physical sciences
  • Social sciences

Part F – Declaration

Read and agree to the declaration on this page to submit your application.

Part G – Notice

Read and confirm understanding of the notice on this page.

2 - Detailed project proposal

Part A – Plain language summary

Provide a clear and concise summary of the project using plain language. It is important to remember that the reading audience may not be experts in your field of expertise. If the project is approved for funding, this summary will be used publicly on POLAR's website. The summary is not an introduction, instead it should present a brief overview of the project in its entirety.

Assessment

Weight: Pass or fail

Required information:

  • Brief description of the project objectives or questions.
  • The geographic location where the project will take place.
  • A statement on the relevance of your project for Northerners.

Part B – Project objectives

Provide details on your project objectives. Objectives can be presented in point form.

Assessment

Weight: 10%

Required information:

  • Specific, well-defined, and measurable objectives.
  • A description of how the objectives clearly align with the selected S&T Goal.

Part C – Study design or project approach and methods

Describe the study design or project approach and methods you plan to use. The information provided in this section should describe how your project will comply with the principles of Indigenous research or why these do not apply to your project.

Detail any engagement to date in support of this project and specific plans for future relationship building and collaboration. Outline planned community engagement or explain why you are not engaging with communities. More information is available in Appendix I – Additional considerations on community engagement.

Assessment

Weight: 25%

Required information:

  • Clear outline and description of the steps required to implement the project including but not limited to the following information:
    • Research or study approach
    • Data collection
    • Data analysis
    • Findings or outputs
  • Describe how the methodology or study design will support meeting the project objectives.
  • Demonstrate knowledge of required permissions and approvals, including required permissions to research on settlement land or involving Indigenous Peoples where applicable.
  • Identify how the project will comply with Indigenous research or other principles and protocols; or briefly explain why they are not a consideration.
  • Detail any planned engagement with Northern and Indigenous governments or organizations.

Part D – Relevance to Northerners and impact

Describe how your project is relevant to Indigenous and Northern priorities. Describe how you determined the project's relevance. Explain the priorities or gaps the project aims to address. Describe how the results of your project will have an impact on local, regional, or northern needs and priorities.

Assessment

Weight: 25%

Required information:

  • Describe how the project aligns with northern and Indigenous priorities.
  • Describe the project's long-term benefits, including how the project will influence decision-making in a northern and polar context.
  • Identify any decision-makers and specific beneficiaries who will benefit from project results (e.g., government departments, Indigenous and northern organizations, etc.).

Part E – Sharing knowledge and results

Consider your target audience when designing your approach to sharing information on your project and outcomes of the research.

Note that the information described in this section should link to your project workplan. Consider guidance offered in the research process outline section of the Conducting Research in Canada's North.

Assessment

Weight: 20%

Criteria:

  • Plan is feasible and demonstrates a commitment to sharing project results/outcomes.
  • Target audience is appropriately identified for each dissemination goal.
  • Outputs reflect consideration of workplan and length of fellowship.

3 - Workplan

Instructions provided for the workplan are organized by section and are described below.

Column Description of information to include
A Describe the activities that will be carried out during the project. Each activity should have a line.
B Identify the corresponding timelines for the activity.
C Identify the expected results of the activity. Results should be reportable and measurable. Results can apply to multiple activities.

Assessment

Weight: 10%

Criteria:

  • The proposed activities are feasible and reasonable.
  • The proposed activities are clearly and well-aligned with the objectives of the project.
  • The proposed timelines are feasible and realistic for carrying out the proposed activity.

4 - Budget

You must download the Excel template, fill it out, and upload your completed budget in the system as part of your application.

The budget has three worksheets. These contain built in formulas. You must start with worksheet 1_Applicant details and work through the worksheets in chronological order. Information from one worksheet will populate lines in other worksheets.

Worksheet 1 – Applicant details

Enter your name and the project title as written in your application form. Enter the fiscal year you are applying for. This information will automatically appear in all subsequent worksheets.

Worksheet 2 - POLAR funding

The table below explains how to fill out each row or column on worksheet 2. You must complete the budget lines for expenditures you are requesting funding for. For more information, consult Appendix II - Eligible and ineligible expenses.

Column Description of information to include in each column or cell
A From the dropdown menu, identify the expenditure class that corresponds to the activity you are seeking funding for. See Appendix II - Eligible and ineligible expenses for a description of each expenditure class.
B Identify the corresponding activities from column A in the project workplan. More than one workplan activity can be assigned to a budget line.
C Provide a short description of what specifically is being funded. For example, if the expenditure class is a boat rental for water sampling, identify the cost of the boat rental per day, week, or hour.
D Enter the amount, to the nearest dollar, being sought for each budget line.
E This cell will auto-populate based on the amounts that you enter in column D.

Worksheet 3 - Other sources of funding

Projects may also be supported by other sources of funding that contribute to the direct costs. This support can be in the form of financial (cash) or non-financial (in-kind) contributions and can come from project partner(s), other funding sources, or the host institute.

Column Description of information to include in each column or cell
A From the dropdown menu, identify the expenditure class that corresponds to the activity you are seeking funding for. See Appendix II - Eligible and ineligible expenses for a description of each expenditure class.
B Name of source providing the funds or in-kind support
C Provide a short description of what specifically is being funded. For example, if the expenditure class is a boat rental for water sampling, identify the cost of the boat rental per day, week, or hour.
D

Identify if the funding is financial or in-kind.

In-kind contributions are non-monetary goods or services (resources) provided to the project by sources other than POLAR, which, if not donated, would have to be purchased with project funds.
E

Enter the amount, to the nearest dollar.

Both financial and in-kind contributions must have a dollar amount identified.
F This cell will auto-populate

Assessment

Weight: 10%

Criteria:

  • Considers expenditures that maximize benefits to northern communities (e.g., wages for northern staff, engagement opportunities for community members/decision-makers, and communication materials for northern decision-makers).

5 – Post-doctoral or visiting researcher proof

  • Post-doctoral researcher: must provide proof of PhD
  • Visiting researchers: must provide proof of affiliation with a recognized university

6 – Host institution confirmation

This document must be completed by the host supervisor. It is the applicant's responsibility to ensure the host supervisor completes the form.

It is recommended that you inform the host supervisor that the POLAR Grants and Contributions team may contact them. If POLAR cannot contact the host supervisor, this may impact your ability to access approved funding.

The host institution must confirm that they have reviewed the applicant's proposal, that they endorse the proposed project, and If the Fellowship is awarded to the applicant, that they agree to host the applicant for the duration of the Fellowship as described in the proposal.

Submitting your application

It is the applicant's responsibility to ensure that the application package is complete before submitting. Applications that do not meet all the eligibility criteria or are incomplete will not be considered for funding.

Only applications received through the Polar Knowledge Canada online application and reporting portal will be considered.

Ensure you keep a copy of all documents. If your application is successful, you may be required to adjust your submission prior to POLAR advancing any funding.

Submission deadline

Applications close February 24, 2025, at 3:00 PM EST.

Questions

For all questions regarding POLAR's Fellowship Program, write to the Grants and Contributions team.

Appendix I – Additional project considerations

Conducting Research in Canada's North

Canada's North has significant geo-political, environmental, and cultural variations that make conducting northern research both exciting and challenging. POLAR provides the following online resources to assist researchers to prepare their funding applications. These resources provide best practices and region-specific information for conducting research in:

  • Inuit Nunangat
  • Nunatsiavut (northern Labrador)
  • Nunavik (northern Quebec)
  • Nunavut
  • Northwest Territories, and
  • Yukon

Learn more on Conducting Research in Canada's North.

Research ethics, permits and licensing

The applicant must determine and obtain all applicable permits, ethics approvals, and licenses required by territorial, federal, or Indigenous governments and land claim organizations before conducting project activities. These may include but are not limited to:

  • Research ethics
  • Environmental assessments
  • Permitting and licensing (e.g. regional, community-specific)

Learn more on research ethics, permits, and licensing requirements under the "Gathering Information" tab.

Note

Although proof of approval, permits, or licenses are not required as part of the funding application process, POLAR may request these documents at any time once the project is approved for funding.

Community engagement

Community engagement is a fundamental element of POLAR-funded projects. Community engagement is critical to ensuring a meaningful project and exchange of information and will enhance collaborative relationships. Fully integrating community engagement approaches in all aspects of projects will also provide more detailed and relevant evidence to support community benefits. Research and project relationships with communities and organizations should be established early in the project planning process, outlining details of the level of engagement, and roles and responsibilities of each partner.

Learn more on how to engage with northern and Arctic communities under the "Engage" tab.

Engaging Indigenous communities and Elders

There are many resources available on engaging with Indigenous communities and Elders. The applicant is encouraged to find resources that may be specific to the Indigenous communities or regions where you conduct your research. Below are three examples:

  1. Negotiating Research Relationships With Inuit Communities, A Guide For Researchers published by Inuit Tapiriit Kanatami (ITK). This guide provides practical advice to assist researchers who plan to work with, or in the vicinity of, Canadian Inuit communities in the regions of Nunatsiavut (Labrador), Nunavik (northern Québec), Nunavut, and the Inuvialuit Settlement Region of the Northwest Territories
  2. How to Effectively Engage with Indigenous Communities - Communities Choosewell
  3. Guidelines to Support Working with Elders - First Peoples Cultural Council (fpcc.ca)

Northern and Arctic Research principles and protocols

The following resources provide support for respectfully and ethically conducting research in the north and in the Arctic.

Arctic Research Code of Conduct

The idea of writing an Arctic Research Code of Conduct emerged from the recent will of ArcticNet to promote positive changes and cultural inclusion within the Arctic research community. The final version includes ideas and comments from 18 Arctic research organisations from North America and Europe.

Read the Arctic Research Code of Conduct published by ArcticNet (University of Laval).

Calls to Action to Research Scientists

Scientists share in the collective responsibility to feed the fires of reconciliation – to shift the power balance and meet the needs of Indigenous Peoples and communities … These 10 calls to action build on the work of the Truth and Reconciliation Commission’s (TRC) 94 Calls to Action. They translate the TRC’s calls into concrete actions and approaches scientists can take on an individual level. 

Read the Calls to Action to Research Scientists published by the Northwest Territories Association of Communities.

Northern Research Leadership and Equity: The Expert Panel on the Future of Arctic and Northern Research in Canada

Northern Research Leadership and Equity sets out the elements required to create an inclusive, collaborative, effective, and world-class Arctic and Northern research system, as well the avenues through which those elements can be implemented.

Read about Northern Research Leadership and Equity published by the Council of Canadian Academies.

OCAP®: Ownership, control, access, and possession

OCAP asserts that First Nations have control over data collection processes, and that they own and control how this information can be used.

Learn more on ownership, control, access, and possession.

CARE Principles: Collective benefit, authority to control, responsibility, and ethics (CARE).

The CARE Principles for Indigenous Data Governance are people and purpose-oriented, reflecting the crucial role of data in advancing Indigenous innovation and self-determination. These principles complement the existing FAIR principles encouraging open and other data movements to consider both people and purpose in their advocacy and pursuits.

Learn more on collective benefit, authority to control, responsibility, and ethics.

FAIR: Findable, accessible, interoperable, and useable data (FAIR).

The principles emphasise machine-actionability (i.e., the capacity of computational systems to find, access, interoperate, and reuse data with none or minimal human intervention) because humans increasingly rely on computational support to deal with data as a result of the increase in volume, complexity, and creation speed of data.

Learn more on findable, accessible, interoperable, and useable data.

National Inuit Strategy on Research

The National Inuit Strategy on Research (NISR) identifies five priority areas in which coordinated action is necessary to facilitate Inuit Nunangat research that is efficacious, impactful, and meaningful to Inuit. It identifies practical steps to advance Inuit self-determination in research as the means for fostering respectful and beneficial research that serves the needs and priorities of Inuit.

Read the National Inuit Strategy on Research published by Inuit Tapiriit Kanatami (ITK).

Official Languages

The Government of Canada is committed to enhancing the vitality of the English and French linguistic minority communities in Canada (Francophones living outside the province of Quebec and Anglophones living in the province of Quebec), supporting and assisting their development, and fostering the full recognition and use of both official languages in Canadian society. Projects must be available in one or both official languages depending on the reach and audience.

Indigenous Languages

Polar Knowledge Canada recognizes the importance of supporting, preserving, revitalizing, and promoting Indigenous languages. The applicant is strongly encouraged to take measures to communicate and provide project-related services and products in the Indigenous language(s) spoken by the targeted northern organizations and Indigenous groups.

Any costs associated with communication strategies should be reflected in the project activities and expenditures identified in the Project budget.

Gender-based Analysis Plus (GBA Plus)

The Government of Canada defines the term Gender-based Analysis Plus as an analytical process used to assess how diverse groups of women, men, and people of all genders may experience policies, programs, and initiatives. The "plus" in GBA Plus acknowledges that GBA goes beyond biological (sex) and socio cultural (gender) differences. We all have multiple identity factors that intersect to make us who we are; GBA Plus considers many other identity factors, like race, ethnicity, religion, age and mental or physical disability.

GBA Plus resources

Appendix II – Eligible and ineligible expenses

This section provides instructions to assist you with completing the Budget.

Eligible expenditures

Materials, equipment, and supplies purchases

May include purchasing office/laboratory supplies, electronic devices, lab/field consumables, miscellaneous field supplies/equipment, repair, maintenance, and upgrade costs.

Professional fees and services (contracts)

  • Fees to be paid to individuals (consultants, contractors, specialists, or community members) having the required qualifications, knowledge and expertise.
  • Travel expenditures for contractors must be included under this class of expenditure.

Salaries, benefits and wages for employees and casual workers and honoraria

May include salaries of staff directly involved in project activities, including full and part-time staff, trainees (college, undergraduate, graduate students, postdoctoral fellows) and international researchers.

Travel including meals and accommodations

  • Includes all expenditures related to travel, hospitality, conferences, and events.
  • Travel amount must comply with the Government of Canada’s National Joint Council Travel Directive.
  • For travel, detail the methods of transportation (air, vehicle), departure and destination points and purpose.
  • For hospitality, detail the purpose (meeting, conference), specify the venue, the number of participants, the number of days, and the costs of applicable hospitality items.
  • For meals and incidentals, detail the number of days.
  • For hospitality, identify if food & beverages are being provided, if a facility is being rented, or if audio-visual equipment is being rented.

Important: Travel expenditures for contractors must not be included here. These must be captured as part of the "Professional Fees and Services" class of expenditure.

Postage and shipping

Includes costs for postage and shipping of supplies/materials/equipment.

Ineligible expenditures

Ineligible expenditures include but are not limited to the following:

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2025-01-21