Northern Scientific Training Program: Guidelines 2015-2016

Table of contents

• Preface
• The Northern Scientific Training Program (NSTP)
  1. Historical Overview
  2. Program Administration
  3. Program Objective
  4. Program Criteria
  5. Application Procedures
  6. Application Process
  7. Administration of Research Supported by the Program
  8. Publications
  9. Conduct of Research Supported by the Program
  10. Research Projects in Northern Regions of Other Circumpolar Countries
  11. Applications from a Community College
  12. Polar Research Stations in Canada
  13. Community Interactions/Engagement/Resources
• Footnotes

Preface

The primary purpose of the Northern Scientific Training Program (NSTP) is to encourage and support Canadian university 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.

The universities 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.

These Guidelines have been prepared to explain:

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

A copy of this manual can be found on the NSTP Internet site @ http://www.canada.ca/en/polar-knowledge/fundingforresearchers/index.html

Rhonda Turner (613) 222-7421
Nathalie Robillard-Bergeron (613) 222-9537

E-Mail nstp-pfsn@polar.gc.ca

Internet: http://www.canada.ca/en/polar-knowledge/fundingforresearchers/index.html

The mailing and courier address is:

NSTP Secretariat
Polar Knowledge Canada
2464 Sheffield Rd.
Ottawa, ON K1A 0G1

1. Historical Overview

During the fifties the federal government recognized the need to "foster, through scientific investigation and technology, knowledge of the Canadian North and the means of dealing with conditions related to its further development". Few universities were active in northern work, and Canadian students had little opportunity to conduct northern work, other than as summer field assistants on government projects. With limited research funds, universities could not afford to carry out studies in the North, which were more expensive than comparable research in southern Canada. As such, it was increasingly difficult to find sufficient numbers of experienced northern scientists and other specialists with northern expertise for positions in the government, the universities and the private sector.

Recognizing that Canadian universities were not producing northern specialists in sufficient numbers to meet national needs, and that interest in scientific research in the North was decreasing because of inadequate financial support, the Northern Scientific Training Program was initiated to help redress the situation.

After five decades, the Program's purpose and objectives have remained the same. The Program has, however, expanded and adapted its efforts to meet contemporary needs.^{Footnote 1}

2. Program Administration

The NSTP is managed by Polar Knowledge Canada (POLAR).  An intergovernmental committee consisting of northern experts is appointed for a three-year period.  This Committee is responsible for reviewing, on an annual basis, university funding applications and reports in order to ensure the effective use of funds provided by the Program to universities.  It is commonly known as the NSTP Management Committee and is supported by the NSTP Secretariat at POLAR.

This Committee also sets Program policy.  Participating universities are invited to help set direction for the Program at a meeting held at the Annual General Meeting of the Association of Canadian Universities for Northern Studies (ACUNS), during university visits by members of the NSTP Secretariat, and in feedback emails to the Secretariat.

3. Program Objective

The Program supports Canadian universities 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 Program 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 (i.e. Northern Studies Committees) and by providing supplementary financial assistance to universities for students to offset the high cost of northern research (i.e. transportation costs, living costs, shipping costs and interpreter fees).

4. Program Criteria

5. Application Procedures

At the beginning of the academic year, the NSTP call for application material is distributed to participating universities' Northern Studies Committees. This is a Committee which has been officially recognized by the President of the university.

Applications for NSTP funds must be made by the Chairperson of a Northern Studies Committee at a Canadian university. Applications from individuals are not accepted.

Students interested in the Program should contact the university's Northern Studies Committee. In the case where the student's university does not have a recognized Northern Studies Committee, the candidate may apply through a participating university.

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

Universities which have not participated in the Program in the past, but wish to do so, may make an application to the NSTP Secretariat.

6. Application Process

In September of each year, the following NSTP material is sent to the universities' Northern Studies Committee. The intended audience is in italics.

• call letter (Northern Studies Committee)
• University Information Sheet (Northern Studies Committee)
• Northern Studies Committee Information Sheet (Northern Studies Committee)
• Research Reports: General Overview (Northern Studies Committee)
• Application for Funds: General Overview (Northern Studies Committee)
• Chairperson's Manual (Northern Studies Committee)
• NSTP Guidelines (Northern Studies Committee and for reference by students and supervisors)
• Student's Manual (Students)

Along with the NSTP Manuals^{Footnote 4}, other Reference Manuals which are now available online include: 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, and Ethical Principles for the Conduct of Research in the North - Association of Canadian Universities for Northern Studies, The State of Northern Knowledge of Canada Report – Canadian Polar Commission.

Students are required to complete the necessary report and/or application using the appropriate web-based form ensuring that they follow the instructions outlined in the Student's Manual. Once the forms have been completed, they are to be submitted (on-line and hard copy which has been duly signed) to the universities' Northern Studies Committee. Students should be aware that an incomplete application may result in a rejection of funding.

The Committee is required to ensure that the following six forms are duly completed:

1. University Information Sheet
2. Northern Studies Committee Information Sheet
3. Research Reports: General Overview
4. Research Report Spreadsheet
5. Application for Funds: General Overview
6. Application for Funds Spreadsheet

The Committee will keep all original copies of the forms. The Chair will sign the spreadsheet verifying that all Research Reports and Applications for Funds have been submitted to them.

The submission is signed off by the University President (or designate) and then forwarded to the NSTP Secretariat.  It is the responsibility of each university's Northern Studies Committee to ensure that all required report and application information is provided in the appropriate form by December 1st.  Any application post-marked past this date will be rejected. The NSTP Secretariat also reserves the right to reject any application it may find to be incomplete.

The NSTP Secretariat at POLAR reviews all report/application packages. Copies of the complete package for each university are distributed to the NSTP Management Committee members in January for their review.  In February, the NSTP Management Committee meets and the members make decisions regarding the amount of funding awarded to each university.  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 members look at the overall quality of the university submissions, the proposed projects and the number of students and then allocate funds accordingly.  Ineligible project applications are also identified at that time.

Within a week after the NSTP Management Committee meeting, the NSTP Secretariat advises the Universities' Northern Studies Committee, by email, of the amount of money being awarded to their university and of any projects not deemed eligible for funding.  Several weeks later, a detailed letter providing an evaluation of the research reports and the proposed projects, as well as general feedback with regard to the university's overall submission, is sent to each Northern Studies Committee.

In the spring, cheques are issued to the universities' Northern Studies Committees. 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, keeping in mind that the average allocation is between $2500 and $3000.

The NSTP Management Committee recognizes the necessity of winter research, and as such encourages and supports winter projects.  For those projects, the Committee requests that the final report and supervisor's comments be provided by April 30th to the NSTP Secretariat.  However, at the time of the December 1st submission, universities 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 University’s Northern Studies Committee.

7. Administration of Research Supported by the Program

Universities submitting applications are responsible for the expenditure of Program funds.  Therefore, applicants must authorize all expenditures made against their funds.  Administrative and accounting procedures must conform to the standards and practices set by each university receiving Program funds.

The Northern Scientific Training Program does not require the submission of a formal audited statement covering funding made to each university, 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 purposes and priorities outlined in the application forms.  If, during the year, the university wishes to change its original plan, as outlined in its submission (e.g. different candidate, modifications to the original project, relocation, redistribution of funds), the Northern Studies Committee must consult the NSTP Secretariat  in advance to  ensure replacement or changes guarantees project eligibility.

8. Publications

The NSTP Management Committee requests that scientific papers, seminar or conference presentations, theses, etc., based on NSTP supported projects, be referenced on the report form.  Any publications or conference presentations resulting from work supported by the NSTP should acknowledge the Program's assistance.

9. Conduct of Research Supported by the Program

It is expected that the Ethical Principles For The Conduct of Research in the North, developed by the Association of Canadian Universities for Northern Studies, will be adhered to by all individuals funded under the Program.  Individuals must indicate in writing their intent to comply with this requirement.  Students must also 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.

The NSTP Management Committee requests that universities ensure students comply with the following:

1. Consultation 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. Consultation with local, regional and territorial authorities about the study;
3. Obtaining all necessary permits and licenses; and
4. Once the field research is complete the researcher must provide a relevant report or presentation to the issuer of a permit and/or a license as well as to the community where the research has been conducted.

This last requirement is in place not only to satisfy territorial, provincial and/or other regulations, but also to facilitate the exchange of information among northern researchers and to ensure effective communication with northern communities.

Researchers should seek community approval well in advance of their scheduled research.  Applicants must show respect for the guidelines being set up under the present and future land claim settlements in the North.  Various committees have been formed that ensure research will be culturally relevant to community needs.  To these ends, the consultation and review process may seem long and cumbersome, but it is a necessary and required procedure in the licensing process.  Applicants should begin the community consultation 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.

As indicated in the Students Manual:  Failure to complete Section D of an Application for Funds form will result in a rejection of that application.

10. Research Projects in Northern Regions of Other Circumpolar Countries

The NSTP considers applications from students interested in undertaking research in the other circumpolar countries, as identified by the Arctic Council: (Greenland (Denmark), Iceland, Norway, Sweden, Finland, Russia and Alaska (U.S.A.). These projects should meet all the criteria that presently apply to projects in the Canadian North.  In addition, the projects must clearly demonstrate that they meet the following criteria (to be completed on the online application form):

• relevancy of foreign study to Northern Studies in Canada: a direct linkage needs to be seen on how the research will benefit Northern Studies in Canada;
• relevancy of the foreign study 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.

As indicated in the Students Manual: Failure to provide information in all four areas will result in a 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’ research, the justification must be provided again.

Preference will be given to projects that represent an extension of previous work or planned work by the applicant in the Canadian North.  University Northern Studies Committees submitting such proposals should bear in mind that there are no additional funds for foreign projects and that successful applications will be funded from each university's general allocation.

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

• The research should be carried out in one of the seven Arctic countries as identified in the Arctic Council.
• The southern limit of discontinuous permafrost serves as the general boundary
• Research projects carried out in all of Alaska, except for the "panhandle" are eligible
• Consideration will be given for research carried out in all areas of Greenland (Denmark).
• For Iceland, eligibility will be determined on a case by case examination.
• For determination of eligibility of research carried out in Russia, the southern limit of discontinuous permafrost, north of the 58E latitude, will be the effective parameter. In addition, the entire territory of the Kamchatka Oblast, the Magadan Oblast and Republic of Sakha (Yakutia) will be considered eligible. Areas outside of the discontinuous permafrost zone but adjacent to the Arctic Ocean will be considered on a case by case basis.
• Applications for support for research in Norway, Sweden and Finland will be considered on a case by case basis ensuring that there is strong relevance to northern studies in Canada.

11. Polar Research Stations in Canada

In order to access all the pertinent information on the individual research stations, we suggest that you access: http://www.nrcan.gc.ca/earth-sciences/products-services/polar-shelf-services/11617

An interactive map with listings of all Northern Research Facilities can also be found at: http://new.cnnro.org/map/

12. Community Interactions/Engagement/Resources

In general, please keep in mind that sharing information and building relationships of trust and friendships in the community are what’s important – being open and outgoing, and looking for ways to be useful in the community and ways to build links with people. This can happen in many ways, depending on the circumstances: participating in community social events; volunteering; going out on the land with local hunters; visiting elders, making presentations to community groups and school classes; being available to answer questions about research; hiring local outfitters and guides.

What is appropriate depends on the project and the relationship that has been developed at the community level. It is strongly recommend that students and/or their professors seek local partners to determine what is appropriate.

Below you will find important resources regarding conducting research in the Territories.