On this page

• Introduction
• Program Administration
• Program Objective
• Program Criteria
• Application Procedures
• Application Process
• Administration of Research Supported by the Program
• Research outputs /Publications
• Conduct of Research Supported by the Program
• Research Projects in Northern Regions of Other Circumpolar Countries
• ORCID
• COMPLETING A STUDENT APPLICATION FOR FUNDS and RESEARCH REPORT FORM
• STUDENT INFORMATION
• DISCIPLINE, PROJECT, ROLE IN RESEARCH
• PERIOD IN THE NORTH, FUNDS
• SUPERVISOR RECOMMENDATIONS (Application)
• SUPERVISOR COMMENTS (Report)
• ETHICAL PRINCIPLES, RESEARCH LICENCE(S)/PERMIT(S)
• RESEARCH PROJECTS IN NORTHERN REGIONS OF OTHER CIRCUMPOLAR COUNTRIES
• RESEARCH OUTPUTS
• CHECKLIST
• NSTP REPORT AND APPLICATION PACKAGE
• UNIVERSITY/POST-SECONDARY INSTITUTION INFORMATION SHEET
• NORTHERN STUDIES COMMITTEE INFORMATION SHEET
• RESEARCH REPORTS: GENERAL OVERVIEW
• NOTES FOR VERIFYING RESEARCH REPORTS
• GUIDE TO PREPARING THE NSTP APPLICATION FOR FUNDS PACKAGE
• APPLICATION FOR FUNDS: GENERAL OVERVIEW
• NOTES FOR VERIFYING APPLICATIONS FOR FUNDS
• TERMS AND CONDITIONS: GRANT AGREEMENT CLAUSES
• CHECKLIST
• Appendix 1 – Contact List
• Appendix 2 - Community Interactions/Engagement/Resources
• Appendix 3 – NSTP Geographic Boundary Map

Preface

The purpose of the Northern Scientific Training Program (NSTP) is to encourage and support Canadian university and Northern post-secondary students with an interest in northern studies and conducting thesis research in Northern regions, by assisting them to gain northern professional experience and training, through the issuance of supplementary funds.

Universities and Northern post-secondary institutions receiving Northern Scientific Training Program support are encouraged to develop a special focus for training in northern studies, to orient students towards northern studies and northern careers, and to foster an exchange of information among scholars of various disciplines with an interest in the Canadian North.

Introduction

The Northern Scientific Training Program (NSTP) is administered by Polar Knowledge Canada (POLAR). It was established in 1961 to encourage Canadian universities to participate in training northern specialists to meet national needs. This manual is separated into three sections:

Guidelines:

1. the objectives and operation of the Program; and,
2. the specific criteria that will be employed in awarding Program funds.

Student's Information:

This section is designed to assist university and Northern post-secondary students in preparing an NSTP application for funds and a research report. It is organized by form, section and entry, and contains instructions for completing application and report forms, ensuring they comply with NSTP Guidelines. Students must complete the forms online at Online Forms

Chairperson's Information:

These instructions will enable the Chairperson of an institutional Northern Studies Committee or equivalent to review and verify student reports and applications.

Any administrative inquiries regarding the Program should be addressed to the Northern Scientific Training Program Secretariat:

Nathalie Robillard-Bergeron (613) 222-9537
E-Mail nstp-pfsn@polar-polaire.gc.ca
Internet: https://www.canada.ca/en/polar-knowledge/funding.html

The mailing and courier address is:
NSTP Secretariat
Polar Knowledge Canada
2^nd Floor, Suite 200
170 Laurier Avenue West
Ottawa, Ontario K1P 5V5

Program administration

The NSTP is administered by Polar Knowledge Canada (POLAR). The NSTP Management Committee is an intergovernmental committee consisting of northern experts appointed for a three-year period. The Management Committee is responsible for reviewing funding applications and reports, making funding recommendations and ensuring the effective use of funds provided by the Program to Canadian universities and Northern post-secondary institutions. It is supported by the NSTP Secretariat at POLAR.

Program Objective

The NSTP supports Canadian universities and Northern post-secondaries in providing scientific training that gives advanced undergraduate and graduate students professional experience in the Canadian North and encourages them to develop a commitment to northern work.

The objective of the NSTP is to increase the number of students who have specialized in some aspect of northern studies and who have northern research experience. This objective is attained by encouraging the formation of multi-disciplinary focal points for northern studies within Canadian universities and Northern post-secondaries (i.e. Northern Studies Committees) and by providing supplementary financial assistance for eligible students to offset the high cost of northern research (i.e. transportation costs, living costs, shipping costs and interpreter fees).

Guidelines

Program Criteria

a) Research
The NSTP encourages universities and Northern post-secondaries to undertake northern research in a wide range of disciplines and to undertake multi-disciplinary projects where appropriate. Bearing in mind that the purpose of the Program is to develop northern scientists with an awareness of northern issues, supervisors and students should ensure that their research is relevant to current northern concerns.

For the purpose of these Guidelines, the term "research" includes all forms of scholarly and professional inquiry and related training activities (subject to the limitations outlined herein). The term "North" is normally understood for purposes of the Program to include those regions of Canada where there is both permafrost and ground ice, as per the map 'Permafrost', contained within the 5th Edition (1978 to 1995) of the National Atlas of Canada (see map at: http://arcg.is/1vGHyr); and the other seven circumpolar countries (Finland, Greenland (Denmark), Iceland, Norway,Sweden, and the United States (Alaska)). Specific criteria for work in foreign countries is provided under "Research Projects in Northern Regions of Other Circumpolar Countries".

Circumpolar projects in Russia

Due to the sanctions imposed in response to the gravity of Russia's violation of the sovereignty and territorial integrity of Ukraine, and grave human rights violations that have been committed in Russia, POLAR will be unable to fund projects taking place in Russia or involving collaborations with Russian organizations for the 2025-2026 fiscal year.

For more information, please visit the Government of Canada's - Canadian Sanctions Related to Russia

b) Funding/Student eligibility
NSTP funds are intended to assist in defraying the additional costs attributable to northern research projects (i.e. transportation costs, living expenses, freight costs and interpreter fees), and are therefore supplementary in nature. NSTP funds are not intended as on-going support in the form of general scholarships, with the exception of four $2,500 scholarships awarded annually (Malcolm Ramsay Memorial Award, Robert McGhee Award, George Hobson Memorial Award, Éric Dewailly Memorial Award). Candidates are asked to clearly indicate other sources of funding on the application for funds, so it is clear that requested NSTP funds are indeed supplementary.

The student must be enrolled in a degree program at a Canadian university or Northern post-secondary institution and must be a Canadian citizen or a permanent resident.

NSTP will provide one year of funding for thesis-based research at the undergraduate level, up to two years of funding for thesis-based research at the Master's level and up to three years of funding for thesis-based research at the Doctoral level. Students may apply and be granted funding in any year of their programs.

Students may apply for up to $6,000.00 in funding per year.

Students are also encouraged to apply for NSTP funds for the purpose of dissemination or reporting back to the community.

Post-doctoral researchers and research assistants (with the exception of Northern post-secondary students) are not supported.

NSTP funds cannot be used for the following:

• to provide employment for students;
• for the overall administrative, research or teaching program of a Northern Studies Institute, Program or Centre, nor as a salary subsidy for faculty members;
• for administrative or indirect costs associated with administering the funds;
• for research conducted outside the NSTP's geographical boundary (see map at https://www.canada.ca/en/polar-knowledge/funding/maps.html);
• for research that does not necessitate a sojourn in the North (e.g. archival research, data collection, laboratory analysis, production of publication, conference presentation, etc.);
• to support students going on field courses, or for the purpose of a practicum;
• for the purchase of equipment;
• for payment of salaries other than interpreters and community experts/elders engaged in the research project.

A student cannot be allocated NSTP funds through more than one university or northern post-secondary institution at the same time.

Students cannot be allocated NSTP funds if they are going to be employed for their research while in the field. Research Assistantships, scholarships or other university stipends are not considered as employment or remuneration in this context.

c) Application assessment

The following are considered by the NSTP Management Committee when assessing applications for funds:

• the extent to which student applications and reports comply with the NSTP guidelines;
• the completeness and clarity of the information provided;
• the evaluation of past performance and future research plans;
• the relevance of the research project to current northern issues;
• the experience and scientific knowledge/training gained by the students;
• the development of northern studies and northern specialists at the university or post-secondary institution;
• the university or post-secondary institution submission package as a whole.
• recommendation of the supervisor.

Application procedures

At the beginning of the academic year, the NSTP call for application material is distributed to participating Northern Studies Committees or equivalent. This is a Committee that has been officially recognized by the President of the university or post-secondary institution. The Committee promotes the NSTP at their university or post-secondary institution.

Applications for NSTP funds must be submitted as a package by the Chairperson of a Northern Studies Committee at a Canadian university or Northern post-secondary institution. Applications from individuals are not accepted.

Universities or Northern post-secondary institutions that have not participated in the Program in the past, but wish to do so, may make an application for participation to the NSTP Secretariat.

In the case where a student's university or post-secondary institution does not have a recognized Northern Studies Committee, the candidate may apply through a participating institution.

If a student is enrolled at one university or post-secondary institution but is conducting research through another, the student should apply for funding through the university or post-secondary institution in which he or she is enrolled.

Application process

Each fall, the following NSTP material (the intended audience is in italics) is sent to the Northern Studies Committee.

• Call email (Northern Studies Committee)
• NSTP Information Manual (Northern Studies Committee, students and supervisors)

Along with the NSTP Manual, the following reference manuals are available online:

• Doing Research in the Northwest Territories: A Guide for Researchers – Aurora Research Institute;
• Scientific Research Licensing Guidelines and Appendices – Nunavut Research Institute;
• Guidebook on Scientific Research in the Yukon – Government of Yukon
• The State of Northern Knowledge of Canada Report – Canadian Polar Commission.
• National Inuit Strategy on Research – Inuit Tapiriit Kanatami

Students are required to complete an application and, upon completion of their research, a research report, using the web-based forms available at Online Forms Once the online forms have been completed, they are to be submitted to the universities' Northern Studies Committee via the online system. An incomplete application may result in a rejection of funding.

The Northern Studies Committee at each university/northern post-secondary institution must ensure the following forms is completed:

• Northern Studies Committee and Institution Information Sheet

The submission is signed off by the university or Northern post-secondary institution President (or designate) and the form is uploaded to the Chairperson's account. A completed application package must be submitted by December 1^st each year, or the next business day if it falls on a weekend or public holiday. Any application submitted past this date will be rejected. The NSTP Secretariat reserves the right to reject any application it finds to be incomplete.

The NSTP Secretariat reviews all report/application packages. Copies of the complete package for each university or Northern post-secondary institution are then distributed to the NSTP Management Committee members in January for review. In February, the NSTP Management Committee meets and makes decisions regarding the amount of funding awarded to each university or Northern post-secondary institution. Ineligible project applications are also identified at that time. Funding is not decided on an individual student basis, although individual Research Reports and Application for Funds forms are reviewed and commented upon by Committee members. The NSTP Management Committee looks at the overall quality of the university or Northern post-secondary institution submissions, the proposed projects and the number of students requesting funds, and then allocates funds accordingly.

Shortly after the NSTP Management Committee meeting, the NSTP Secretariat advises the Northern Studies Committees, by email, of the amount of money being awarded to their university or Northern post-secondary institution and of any projects not deemed eligible for funding. In the spring, direct deposits are issued to the universities and Northern post-secondary institutions.

The NSTP encourages and supports winter projects, which do not fit into the normal timeline for reporting on research projects. For those projects, the final report must be provided by April 30th to the NSTP Secretariat. However, at the time of the December 1st submission, universities or Northern post-secondary institutions are requested to provide as much detail as possible with regard to winter projects. A preliminary report outlining the name of the student, an estimate of costs and days in the field, as well as any other pertinent information must be completed online and submitted to the Northern Studies Committee, no later than November 10.

Administration of research supported by the program

Universities and Northern post-secondary institutions submitting applications are responsible for the expenditure of Program funds. Once the funds are released from POLAR, the NSTP Secretariat or Management Committee have no further role in the distribution of the money. It is entirely the responsibility of the Northern Studies Committee to decide how much money is allocated to participating students.

Administrative and accounting procedures must conform to the standards and practices set by each university or Northern post-secondary institution receiving NSTP funds.

The NSTP does not require the submission of a formal audited statement covering funding made to each university or Northern post-secondary institution, but does require annual statements of expenditures as outlined on the forms submitted with the application for funds in December of each year.

NSTP funds are granted for the specific research projects outlined in the application forms.

If, during the year, the university or Northern post-secondary institution wishes to change its original plan, as outlined in its submission (e.g. different candidate, modifications to the original project, etc.), the Northern Studies Committee must consult the NSTP Secretariat in advance for approval of the changes.

Research outputs publications

Scientific papers, seminar or conference presentations, theses, etc., based on NSTP supported projects, should be referenced on the research report form. Any publications, conference presentations and other research outputs (e.g., videos, blog posts, popular articles) resulting from work supported by the NSTP should acknowledge the Program's assistance.

Conduct of research supported by the program

In the Ethical Principles section of the online form, individuals are required to describe the approaches, principles and steps they will take to comply with ethical principles related to the conduct of research in the North. In addition, students must consult the Aurora Research Institutes Doing Research in the Western Northwest Territories: A Guide for Researchers, the Guidebook of Scientific Research in the Yukon and Nunavut Research Institute's Scientific Research Licensing Guidelines and Appendices to ensure their research will be carried out under the appropriate licence/permit (see Appendix 2).

Northern Studies Committees and supervisors should ensure students do the following:

1. Meaningful engagement with the communities and individuals most likely to be affected by the research/fieldwork. These groups should be made aware of the study and objectives and approve of the project in advance;
2. Meaningful engagement with local, regional and territorial authorities about the study;
3. Obtain all necessary permits and licenses;
4. Provide a relevant report or presentation to the issuer of each permit and/or a license, once the field research is complete;
5. Share results with the community where the research has been conducted, once the research is complete.

Applicants must respect the guidelines being set up under present and future land claim settlements in the North. As part of the licencing and permitting process, and other processes, research proposals are reviewed by community members to ensure research will be culturally relevant to community needs. The engagement and review process may seem long, but it is a necessary and required procedure in the licensing process. Applicants should begin the community collaboration and engagement process at least four months in advance. Acquiring community consent is the responsibility of the researcher. It is the right of the community to deny consent. Researchers must be prepared to accept those decisions.

Research projects in northern regions of other circumpolar countries

The NSTP considers applications for research in the other circumpolar countries, as identified by the Arctic Council: Alaska (U.S.A.), Iceland, Finland, Greenland (Denmark), Norway and Sweden, considering the following:

• The general boundary for eligible research in Finland, Norway and Sweden is the southern limit of discontinuous permafrost in each country.
• Research projects carried out in all of Alaska, except for the "panhandle", and in all areas of Greenland (Denmark), are eligible.
• For Iceland, eligibility will be determined on a case by case basis.

Circumpolar projects in Russia

Due to the sanctions imposed in response to the gravity of Russia's violation of the sovereignty and territorial integrity of Ukraine, and grave human rights violations that have been committed in Russia, POLAR will be unable to fund projects taking place in Russia or involving collaborations with Russian organizations for the 2025-2026 fiscal year.

For more information, please visit the Government of Canada's - Canadian Sanctions Related to Russia

International projects must clearly demonstrate the following:

• relevancy of the research project to northerners/Northern Studies in Canada;
• relevancy of the research project to previous and planned work by the student in/on the Canadian North;
• organizational and financial support provided in the host country;
• reference to any authorizations and licences required to conduct research in the host country.

These justifications must be provided each time that a student plans to conduct international research, even if the research is a continuation of previous years' research.

ORCID

RCID provides a persistent digital identifier that distinguishes you from every other researcher and, through integration in key research workflows such as manuscript and grant submission, supports automated linkages between you and your professional activities ensuring that your work is recognized. This unique identifier has been added to the NSTP online forms. Please refer to orcid.org for further information.

Student's Information

COMPLETING A STUDENT APPLICATION FOR FUNDS and RESEARCH REPORT FORM

Students are responsible for completing these forms. All forms must be completed online: Online Forms. A Frequently Asked Questions page is available online: https://www.canada.ca/en/polar-knowledge/funding/faq.html.

The deadline for students to submit an application and/or report to their university or Northern post-secondary institution Northern Studies Committee is November 10 (or the next business day if the date falls on a weekend or holiday) of each year.

STUDENT INFORMATION

General

The NSTP provides supplementary funding to Canadian university or Northern post-secondary students conducting thesis research in Northern regions.

Status:

Students supported by NSTP funds must be Canadian Citizens or permanent residents. Students on student or visitor visas or any other kind of visa are ineligible.

Academic Level:

The student must indicate the degree and the year of their program at the time the proposed research will be conducted.

Application/Report

DISCIPLINE, PROJECT, ROLE IN RESEARCH

Discipline:

Indicate the discipline of the research: Human Sciences, Health Sciences, Physical Sciences, and Life Sciences. Students may choose two disciplines if this applies to their field of research.

Program of Study:

Indicate the Program of Study, from the list below, in which the research falls. Students will now be allowed to choose up to two disciplines for their research project. If using the term "other", please specify the program of study.

Title of Project:

Provide a descriptive title for the research project.

Brief Description of Project:

Application

Research objective, methodology and significance:

The student, not the supervisor, should fill out this section. The student should write this section in the first person (e.g., "I will…", "The goals of my research are…").

Provide brief background information and clearly describe the research objective, methodology (i.e., "what, where, when and how"), significance (why is the research important?), how will it advance knowledge?), and state how the research is tied to thesis work. If this is a continuing project from a previous year, the student should describe how their research is progressing.

The project description may not be a duplicate of another NSTP project. If multiple students with the same supervisor are working on similar research problems, the project description for each student must indicate what is unique about their particular project. The NSTP Management Committee may reject applications with duplicated research project descriptions.

Report

Brief description of project

Briefly summarize the research project (this may be modified from the description provided in the application for funds in the previous year).

Progress to date

Describe in as much detail as possible (in the space provided) progress made to date focussing on how the field research was carried out (i.e., What was done? Where was it done? How was it done? Did any details of the original research plan have to be modified, and if so, why? What were the modifications? Was more or less work accomplished than expected?

Etc.). If the student has had time to begin synthesizing the data they collected in the field, they should also summarize their preliminary results (i.e., What new information do the results provide? How does this new information advance knowledge? Etc.). If the student has not yet been able to synthesize any of their data, they should state this, explain why this is the case, and briefly describe the next steps for their data analyses.

It is expected that all students reporting on a continuing project (i.e., one for which they have completed at least two NSTP-supported field seasons) will have preliminary results to discuss. If the project spans multiple years, all information can be included but ensure to clarify the results for the year of funding.

The description and summary of the field work conducted must not be a duplicate of another NSTP-supported project. If multiple students with the same supervisor are working on similar research problems, the project description for each student must indicate what is unique about their particular project, and each student must describe what they accomplished in the field, summarize their own results, etc.

Application/Report

Keyword search:

Provide keywords that best apply to the research project.

Research partners:

Research Partners should be professionals (e.g., collaborating professors or government scientists), non-governmental organizations, or companies, etc. that are actively participating in the research project. Academic supervisors, other students, and technicians do not qualify as "partners" even if they are active participants on the project.

Fieldwork location(s):

Describe the primary fieldwork location and whenever possible, note a nearby community, a settlement, a landmark such as a mountain range, lake, river, and provide the geographic coordinates (latitude and longitude).

PERIOD IN THE NORTH, FUNDS

• Record the estimated field season dates.
• Provide a brief rationale for the length of their stay(s) in the North, regardless of the number of days (i.e., whether they will be in the North for 6 days or 60)
• Provide a rationale if there are multiple trips

Continuing Project from Previous Year(s):

Indicate whether the project is a new one, or whether it is a continuing project from the previous year(s). In the latter instance, the student must indicate whether they have received funding under the NSTP.

Total NSTP Support - Previous Year(s):

If the student was previously funded by the NSTP, enter the total amount that was granted by academic level in previous years.

Total Cost (Report)/ Expected Cost (Application) of Fieldwork Component of Project:
In the report and application, the student must specify the total expected cost of the fieldwork portion of his/her entire project for the year, not just the portion subsidized by NSTP funds. The total cost of the fieldwork should consider travel expenses, accommodation costs, shipping costs, twin otter and/or helicopter support, interpreter fees, food costs, and other relevant expenses.

Application

Requested

Give the dollar amount being sought through NSTP, up to $6,000.

Total Estimated Cost

Indicate the full estimated costs for the field work. A detailed budget does not have to be submitted.

Report

Allocated

Indicate the total NSTP support expended for the project (e.g. $2,500).

Application/Report

Other Source(s) and Amount(s) of Funding and/or Support Applied for:
Given the supplemental nature of NSTP funds, it is important to clearly identify other sources of funding and/or support, the amounts received, applied for and the amounts secured (e.g. grant, subsidies). When quoting a supervisor's or group grant/fund, indicate only that portion that will be applied against the individual student research proposed and not the value of the entire grant. Do not list research assistantships, scholarships, or other university stipends unless they are supporting actual field expenses.

SUPERVISOR RECOMMENDATIONS (Application)

The student's supervisor is responsible for the completion of this section. Recommendations should provide, if possible, a synopsis of the student's previous research experience, describe how the fieldwork relates to the student's thesis and its relevance to northern research issues, and describe how the northern fieldwork will benefit the student

In the case of a team project, the supervisor must provide individual recommendations for each student's portion of the field work. Recommendations for one student should not be duplicated for another.

SUPERVISOR COMMENTS (Report)

The student's supervisor is responsible for the completion of this section. Supervisors should comment on the training received by the student during their field work, describe whether or not the student made satisfactory progress in their field work, and reflect on how the student has benefited from their research experience in the North.

In the case of a team project, the supervisor should evaluate each student's progress individually. Supervisors should not duplicate or recycle their comments from the previous year.

ETHICAL PRINCIPLES, RESEARCH LICENCE(S)/PERMIT(S)

The student must describe what they have done or will do to obtain the local community's approval prior to his/her sojourn in the North, as well as which agencies they have or will contact to obtain the requisite licence(s)/permit(s).

With respect to ethical principles, the student's answer could reflect the application of established principles such as OCAP®, field-specific approaches or guidelines on ethical research, and/or project specific considerations or steps you will include in their work in and/or with a region. Formal or informal processes to secure community involvement, support or approval (that are not reflected in the licensing and permits section) may be described here. While this question is applicable to all applicants, those that are required to submit their project for REB review may choose to draw on the content of their REB application for this response (and are welcomed but not required to identify additional relevant measures or principles).

Students are encouraged to think about a range of possible benefits and harms – e.g. direct and indirect benefits of the field work or research to the community or region; contributions to local, regional, or national, decision making; risks of the field work or research to humans, the environment, and/or to relationships / perception of researchers. If you determine that there are significant risks you are not able to mitigate, please provide a brief justification.

With respect to research licenses/permits, obtaining a research licence or permit to conduct research in the North is a legal obligation punishable by fines. It is important to identify where and when the licence has been applied for as well as whether the licence has been approved or if it is pending. The disclosure of this information is important because it eliminates any confusion that the representatives from the licensing agencies (who are part of the NSTP Management Committee) may have if the project is not indicated on their internal reports, which they bring to the NSTP Allocation meeting.

Understanding the licencing process constitutes an important component of the student's training in the North. It also helps ensure that NSTP funded research will be conducted ethically, and will respect the cultural aspects of northern communities (see Appendix 2). The ethical principles requirement has the added benefit of ensuring each student's safety in the field, and promotes the exchange of information on northern projects among scientists and residents of the North.

Example ethical principles responses are provided in Appendix 4.

FAILURE BY A STUDENT TO THOROUGHLY COMPLETE THIS SECTION WILL RESULT IN A REJECTION OF HIS/HER APPLICATION.

RESEARCH PROJECTS IN NORTHERN REGIONS OF OTHER CIRCUMPOLAR COUNTRIES

In the case of students applying to undertake research in other circumpolar countries, the student must consider the following:

• The general boundary in Finland, Norway and Sweden is the southern limit of discontinuous permafrost (Brown Line) in each country.
• Research projects carried out in all of Alaska, except for the "panhandle", and in all areas of Greenland (Denmark), are eligible.
• For Iceland, eligibility will be determined on a case by case basis.

Circumpolar projects in Russia

Due to the sanctions imposed in response to the gravity of Russia's violation of the sovereignty and territorial integrity of Ukraine, and grave human rights violations that have been committed in Russia, POLAR will be unable to fund projects taking place in Russia or involving collaborations with Russian organizations for the 2025-2026 fiscal year.

For more information, please visit the Government of Canada's Canadian Sanctions Related to Russia

Students must provide the following information:

• relevancy of the foreign research project to Northern Studies in Canada:
• relevancy of the foreign research project to previous and planned work by the student on the Canadian North;
• organizational and financial support provided in the host country; and,
• reference to any authorizations and licences required to conduct research in the host country.

FAILURE TO PROVIDE INFORMATION IN ALL FOUR AREAS WILL RESULT IN A REJECTION OF THE APPLICATION.

RESEARCH OUTPUTS

Scientific papers, seminar or conference presentations, theses, etc., based on NSTP supported projects, should be referenced on the research report form. Any publications, conference presentations and other research outputs (e.g., videos, blog posts, popular articles) resulting from work supported by the NSTP should acknowledge the Program's assistance.

CHECKLIST

Before submitting your Research Report or your Application for Funds, please ensure that you have:

• input the information using only the space provided on the online form;
• completed all sections;
• provided the additional information required for conducting international research or if you are applying through a Northern post-secondary institution;
• indicated your licence/permit number or described the steps you have taken or will take to acquire the necessary permit(s)/licence(s);
• complied with the ethical principles section.

AN INCOMPLETE FORM MAY RESULT IN A REFUSAL OF APPLICATION FOR FUNDS.

Chairperson's Section

NSTP REPORT AND APPLICATION PACKAGE

At the beginning of each academic year, the Northern Studies Committee (NSC) at each university and Northern post-secondary institution is sent NSTP application material via email. It contains:

• a call letter
• NSTP Information Manual

Please note that the Northern Studies Committee and Institution Information Sheet and the Special Awards nomination forms are fillable forms and are located under the Chairperson's account in Online Forms. If you wish to appoint a different person to this task, please contact the NSTP with the responsible person's name and email address and an account will be created for them.

If any of this material is missing the Northern Studies Committees Chairperson should contact the NSTP Secretariat.

The following reference Manuals are available online: Doing Research in the Northwest Territories: A Guide for Researchers - Aurora Research Institute, Scientific Research Licensing Guidelines and Appendices- Nunavut Research Institute, Guidebook on Scientific Research in the Yukon, online-portal-for-researchers.

UNIVERSITY/POST-SECONDARY INSTITUTION INFORMATION SHEET

Please provide the following:

• the proper title of the university/Northern post-secondary institution Northern Studies Committee (NSC);
• the current Chairperson's name, mailing address, telephone number, and e-mail address.

NORTHERN STUDIES COMMITTEE INFORMATION SHEET

The Northern Studies Committee Information Sheet is designed to capture detailed information about the university or Northern post-secondary institution's Northern Studies Committee (NSC), including information about committee members; the procedure followed when reviewing student applications for funds; the direction that the university or post-secondary institution is taking toward northern studies; and any relevant supplemental information about the research projects. Examples of supplemental information include: justification for short stays, cancelled projects, replacement (or TBA) students, winter projects.

It is not necessary to review or summarize information provided in the student applications and reports. The Management Committee will not review duplicated material. In many cases, there will be no supplemental information to report.

Failure to complete the information sheet could result in a reduction to a university or Northern post-secondary institution's allocation. Please follow the template provided by the NSTP Secretariat. A sample NSC Information Sheet has been included in the package.

RESEARCH REPORTS: GENERAL OVERVIEW

This form is the university/Northern post-secondary institution's financial statement with respect to the NSTP. The NSC Chairperson is required to ensure that the previous year's balance is correct, since the NSC is accountable for the money allocated to the students.

If assistance is required, the Chairperson should contact the NSTP Secretariat.

NOTES FOR VERIFYING RESEARCH REPORTS

The Chairperson is ultimately responsible for the submission of complete and accurate student research report forms. The Chairperson should pay particular attention to the following:

Winter projects

If winter projects were supported, a final report must be forwarded to the NSTP Committee by April 30th. However, at the time of the December 1st submission, Universities and Northern post-secondary institutions are requested to provide as much detail as possible with regard to winter projects. A preliminary report along with estimated costs and days in the field, as well as any other pertinent information must be included in the Research Report portion of the package submitted in December. If a preliminary report is not submitted, the Secretariat will view the funds as not being spent/committed and will include the dollars as a balance. Winter projects fall between December 1st and March 31st of the following year.

Research outputs

Information about all research outputs resulting from NSTP-supported research should be referenced in the report forms.

It is part of the Chairperson's duties to maintain contact with students and their supervisors until all publications from their NSTP-supported research have appeared, and to ensure that all such publications are reported to the NSTP Secretariat. All publications that have appeared during the past year should be reported with this NSTP application package. This includes not only publications by students who received NSTP support during the past year, but also publications that have appeared during the past year by NSTP-supported students of previous years. When possible, publications that appeared during previous years, but which have not yet been reported, should also be reported.A list of such publications can be uploaded through the Chairperson's SMApply account.

Permits/Licences

The student must indicate whether the applicable territorial, provincial, federal or other research permit(s)/licence(s) was obtained, including the name of issuer and the permit or licence number.

Other

It is the responsibility of the supervisor to ensure that the student completes his/her research report. In the case where the student is unable to do so, the supervisor must complete the form to account for the student's NSTP allocation. In such cases the supervisor must explain why the student was not able to complete the report. The supervisor and the Chairperson must then sign the report.

GUIDE TO PREPARING THE NSTP APPLICATION FOR FUNDS PACKAGE

APPLICATION FOR FUNDS: GENERAL OVERVIEW

This form is designed to clearly reflect the total NSTP funds requested, the number of applicants and the previous year's balance.

Please ensure that the total funds requested for the new year is equal to the total sum requested by the applicants.

NOTES FOR VERIFYING APPLICATIONS FOR FUNDS

The Chairperson is responsible for the submission of complete and accurate application for funds forms. The NSTP Secretariat reserves the right to refuse any incomplete applications. It is expected that the spreadsheet will be a useful tool in ensuring that the student has provided all the pertinent information. However, the Chairperson should review and verify each application for funds form in its entirety.

The Chairperson should ensure that all the requisite sections have been completed by the student and the supervisor.

The Chairperson should pay particular attention to the following:

Student Eligibility

Only students conducting thesis research are eligible for funding, at any academic level. Research assistants (with the exception of students from post-secondary institutions) are not eligible for NSTP funding.

Students applying for NSTP funds must be registered at the university or Northern post-secondary institution, unless arrangements have been made with students who are registered at another university or Northern post-secondary institution that does not have its own Northern Studies Committee. In such a case, it is expected that the NSC will be equitable in the review of the student's application and distribution of funds.

Ethics

Students must be acquainted with the ethical principles of research and describe what they have done or will do to obtain the local community's approval prior to his/her sojourn in the North, as well as which agency they have or will contact to obtain the requisite licence(s)/permit(s). Students should describe the ethical approach and/or principles that they will apply to their field work, and/or steps to maximize the benefits and minimize the harms of their field work.

Obtaining a licence/permit to conduct research in the North is a legal obligation punishable by fines. Understanding the licencing process constitutes an important component of the student's training experience in the North. It also helps ensure that NSTP funded research will be conducted ethically, and will respect the cultural aspects of northern communities (see Appendix 2). The ethical principles requirement has the added benefit of ensuring each student's safety in the field, and promotes the exchange of information on northern projects among scientists and residents of the North.

International projects

International projects should meet all the criteria that presently apply to projects in the Canadian North. In addition, the student must provide the following information:

Students must provide the following information:

• relevancy of the foreign research project to Northern Studies in Canada:
• relevancy of the foreign research project to previous and planned work by the student on the Canadian North;
• organizational and financial support provided in the host country; and,
• reference to any authorizations and licences required to conduct research in the host country.

Failure to ensure complete and accurate information in all four of these areas will result in rejection of the application.

This justification must be provided each time that a student plans to conduct international research. Therefore, even if the research is a continuation of previous years, the justification must be provided again.

In addition to the criteria listed above, the following geographic location directives should be applied:

• The general boundary in Finland, Norway and Sweden is the southern limit of discontinuous permafrost (Brown Line) in each country.
• Research projects carried out in all of Alaska, except for the "panhandle", and in all areas of Greenland (Denmark), are eligible.
• For Iceland, eligibility will be determined on a case by case basis.

Circumpolar projects in Russia

Due to the sanctions imposed in response to the gravity of Russia's violation of the sovereignty and territorial integrity of Ukraine, and grave human rights violations that have been committed in Russia, POLAR will be unable to fund projects taking place in Russia or involving collaborations with Russian organizations for the 2025-2026 fiscal year.

For more information, please visit the Government of Canada's Canadian Sanctions Related to Russia

To be announced applications

Only undergraduate students can be submitted as "To be announced (TBA)". Graduate students do not qualify as a "TBA".

If an institution is putting forward a "To Be Announced" application for an undergraduate student project, the rationale for the TBA being submitted should be clearly explained in the NSC information sheet. "TBA" applications should be used sparingly as there are many named applicants being put forward for NSTP funding. If an institution is not successful in filling their "TBA" spot, the NSTP Management Committee will not consider any TBAs from the institution the following year.

NSTP Awards

The NSTP annually offers four awards for excellence, one $2500 award in each of the major disciplines.

Malcolm Ramsay Memorial Award (Life Sciences)

Malcolm Ramsay (1949-2000) was a biology professor at the University of Saskatchewan and a world-renowned polar bear expert who died in a helicopter accident. He played a major role in the studies of many young Arctic researchers and was a strong supporter of the NSTP. To honour his invaluable contribution to Arctic research, an award has been set up in his name.

George Hobson Memorial Award (Physical Sciences)

George Hobson (1923-2015) was the second Director of the Polar Continental Shelf Project and a geophysicist specializing in seismic exploration. He conducted the first seismic surveys of the Sverdrup Basin, of Hudson Bay and parts of the Beaufort Sea. He worked in every Province and Territory in Canada. The Northern Scientific Training Program was fortunate to have Dr. Hobson serve on the Management Committee for 29 years. To honour his invaluable contribution to Arctic research and the NSTP, an award has been set up in his name.

Robert McGhee Award (Human Sciences)

Robert McGhee is an archaeologist whose research is focussed on the history of Arctic peoples, and who served on the Northern Scientific Training Program Committee for 25 years. To honour his invaluable contribution to Arctic research and the NSTP, an award has been set up in his name.

Éric Dewailly Memorial Award (Health Sciences)

Éric Dewailly (1957-2014) during his career was a Professor of Environmental Health at the faculty of Medicine of Laval University, Director of the Public Health Research Unit of the Laval University Medical Center, and a scientific director of the WHO Collaborative Center in Environmental Health. Dr. Dewailly was fascinated with the Canadian Arctic and its people - his research focused mainly on the contamination of the marine food chain, the exposure of northerners to environmental chemicals and marine toxins, and health outcomes related to contaminants in traditional foods. Dr. Dewailly died in a rockslide on the island of Réunion. To honour his invaluable contribution to Arctic research, an award has been set up in his name.
The awards are to be treated as scholarships; they do not have to be used to support field costs.

Each university or Northern post-secondary institution submitting an Application for Funds is encouraged to nominate one candidate for each of the NTSP awards from among their current NSTP applicants in the respective discipline areas. Students are eligible to be nominated for the award in their 'discipline' as identified in their application. The only criterion for each award is excellence. The award form must be filled out using the online system and signed off by the Chair of the Northern Studies Committee.

Provide the following information for each nominee:

• Student Name
• Project Title
• Project Description (200 words or less)
• Rationale/Justification for Award (explain why the student should receive the award)

In any year, no individual student can be nominated for more than one NSTP award.

A student can only win an NSTP award once. A previous winner cannot be nominated for any additional NSTP awards.

The Award recipient will be notified by email through the Northern Studies Committee Chairperson after the allocation meeting in February.

Field Schools

The NSTP does not fund field schools, only individual student projects. If a group of students are working on the same general project in one geographic area, then very distinct, individual project descriptions should be written for each individual highlighting their unique research contribution to the overall project. In doing so, there will be no misunderstanding by the NSTP Management Committee in its interpretation of the research objectives.

TERMS AND CONDITIONS: GRANT AGREEMENT CLAUSES

In addition to the terms and conditions associated with NSTP grants that are outlined in other NSTP documents (Information Manual, Original university/Northern post-secondary institution Submission, and Grant Agreement Letter) the following clauses must be adhered.

Indemnification

The university/Northern post-secondary institution will save harmless and fully indemnify Canada from and against all claims, liabilities, and demands arising directly or indirectly from any act, omission, or negligence of the university/Northern post-secondary institution, any breach of this Agreement by the university/Northern post-secondary institution, performance or non-performance (in whole or in part) of the obligations of the university/Northern post-secondary institution under this Agreement, and any claims, liabilities, and demands that may arise from the university/Northern post-secondary institution entering into any loan, capital lease or other long term obligation and such indemnification will survive the termination or expiration of this Agreement.

Records and Accounts

The university/Northern post-secondary institution shall maintain accounts and financial and non-financial records pertaining to Northern Scientific Training Program funding and shall retain these accounts and records, including all original supporting documentation, for a period of seven (7) years from the end of the fiscal year covered by this Agreement. The accounts and financial records must be maintained in accordance with generally accepted accounting principles.

Effect on Relationship of Parties

Nothing in this Agreement creates or is intended to create an agency, association, employer-employee, or joint venture relationship between the university/Northern post-secondary institution and Canada, and the university/Northern post-secondary institution shall not represent otherwise.

Recognition of Canada's Funding

Where either party makes a proposal to the other party to participate in a joint public announcement or to jointly develop and disseminate public communications materials that would recognize Canada's funding provided under this Agreement, the other party shall promptly consider the proposal and respond to the proposing party as soon as reasonably possible. Where the parties reach written agreement on such a proposal, the parties shall carry out their respective written commitments accordingly.

Public Disclosure

Without limiting any right, obligation or capacity of Canada to disclose information, Canada may publicly disclose the name and address of the university/Northern post-secondary institution, the amount of funding provided under this Agreement, and the nature of the services for which funding is provided under this Agreement.

CHECKLIST

Please ensure that you have:

1. Completed and uploaded a signed copy of the following documents:
   • Northern Studies Committee and Institution Information Sheet (signed by the President or designate)
   • Student nominations for the 4 Special Awards (Malcolm Ramsay, George Hobson, Robert McGhee, Eric Dewailly)
2. Approved all Applications and Reports using the SMApply system.

Any technical difficulties with the online forms process must be brought to the attention of the NSTP Secretariat prior to the December 1st deadline. This will ensure timely resolution of issues so that all reports and applications can be successfully submitted for the Chairperson approved spreadsheet.

Appendix 1 – Contact List

Appendix 2 - Community Interactions/Engagement and Resources

Communities

Research in Canada's North benefits from community input and participation. Collaboration should be central to all stages of the research process, and communities can contribute to the planning, collection of samples, and data interpretation of research projects. Consider the following questions:

• What are the relevant community/ representative organizations you should engage with at the local and regional level?
• Have you connected with these organizations to discuss your research plans and to inquire about local and/or regional research procedures and resources?
• Does your project address a 'priority area' that many northern regions and communities have set for research?
• Could your research benefit from having community input in defining research objectives?
• Youth are important voices in northern research. How can youth be involved in, and contribute, to your project?
• Can local Indigenous Knowledge be utilized in the development and delivery of research activities?
• How will you share your data with the community following your research project?
• How will you ensure language barriers do not prevent meaningful engagement with community members?

For more information and resources, please visit Conducting Research in Canada's North - Canada.ca

Region-specific research information

A Region-specific research information resource has been compiled by Polar Knowledge Canada through engagement with northern and Indigenous collaborators and stakeholders, and other organizations. Please refer to this document to learn more about the communities and cultures of the area in which you would like to do research and to find additional resources to facilitate your research project.

The information relates to research activity conducted in:

• Yukon
• Northwest Territories
• Nunavut
• Nunavik (northern Quebec)
• Nunatsiavut (northern Labrador)

Appendix 3 – NSTP Geographic Boundary Map

• Located at http://arcg.is/1vGHyr
• Please note that multiple reference base maps (backgrounds) are available through the Basemap button at the top of the viewer. Measuring tools available near the right of the top toolbar.

Note: The NSTP geographic boundary includes those regions of Canada where there is both permafrost and ground ice, as per the map 'Permafrost', contained within the 5th Edition (1978 to 1995) of the National Atlas of Canada.

Appendix 4 – Example responses concerning ethical principles

Example 1: The research methodology and direction of this project will be led by project partners at the Community Research Society in Community, Nunavut. As a result, this project will be built around Community ethical principles expressed in the Community Research Methodology, a research framework developed with Inuit Elders by the Community Society. The Community Research Methodology broadly encompasses methods of solution-seeking and consensus-building within research, with a focus on building supportive, trusting relationships, and open, respectful communication where everyone involved as an equal partner in decision-making. Inuit Qauijimajatuqangit principals, involving being respectful and inclusive, working together in a good way, and serving the community, are intrinsically linked to those in the Community Research Methodology. The key values of both ways to approach research will form the basis of this project. The priorities of this project were developed by the Community Society and members of the Community, and the overall project is co-led by my supervisor , Professor Researcher and Elder Member of the Community Society. As a result, this project already has the support of a Community-based organization. Further discussion with the project team and research partners will support further project development that aligns with local community priorities. The first scheduled trip will be devoted to relationship building with project collaborators, and spending time learning from Community about food security, food sovereignty, environmental stewardship, and their historical and current relationships with light geese.

(From McMaster; Sinclair application)

Example 2: The work associated with my research project does not require formal ethical reviews. However, it will prioritize ethical considerations in community engagement by maintaining close relationships with local stakeholders to allow for the communication of planned research activities and any concerns associated with them. This research project, and others associated with my professor's long term research program, were developed in collaboration and consultation with local First Nations and have been ongoing in this region for 5 years, and in an adjoining region for 20 years. Several times per year, information and knowledge is shared and a careful consideration of community interests are considered. Sites along the highway were set up on streams identified as culturally important for First Nations. In the nearby city, information is shared with the three First Nations whose territory adjoins the river. Environmental ethics will also be considered as the nature of the research is largely observational and will result in minimal disruption to the environment.

(From McMaster; Szeitz application)

Example 3: I am committed to aligning my Ph.D. research with the '10 Calls to Action' outlined in Wong et al. 2020. During myPhD research, I plan on implementing at minimum Calls to Action 2, 3, 5, and 6 (Wong et al. 2020). I have reached out to adjacent communities – while this is not a collaborative project (due to the communities' preferences and the nature of the research), representatives have expressed comfort with my plan and approach. My fieldwork will take place on crown land that is unceded Innu territory, and I plan to collect imagery of the land without damage or disturbance, using only drones and handheld cameras.

Reference: Wong C, Ballegooyen K, Ignace L, Johnson MJ (Gùdia), Swanson H. Towards reconciliation: 10 Calls to Action to natural scientists working in Canada. Boran I, editor. FACETS. 2020 Jan 1;5(1):769–83.

(From UOttawa; Richardson application, excluding italicized text which was added.)

Example 4: My field work is primarily focused on equipment installation and sample collection. While I will have minimal opportunity to engage directly with local communities, I will minimize disturbance and damage associated with my methods. In addition, I will maximize the benefits of my research by sharing results in a variety of formats, with an invitation to local, regional and other representatives to contact me for further discussion. I acknowledge that there may be some negative perceptions due to the limited community engagement, however, this is justified due to the importance and urgency of the information that will be gathered. Its application to national planning and decision making will have benefits at the local, national and global scale that will outweigh the modest risks identified.