Polar Knowledge Canada

Part I. Values and ethics training plans

Question 1

Has your organization developed department-specific values and ethics training plans down to the divisional level?

• No

If not, to what level have department-specific values and ethics training plans been developed and what is your target time frame for completing this work?

Polar Knowledge Canada is leveraging the values and ethics learning path available from the Canada School of Public Service. As a small organization with finite resources, Polar Knowledge Canada will focus on developing an agency-specific training plan in fiscal year 2024-2025 rather than specific training plans tailored to the divisional level.

The performance management cycle will continue to set values and ethics expectations for all and identify related training activities that are tailored to specific roles.

Question 2

Has your organization fully implemented department-specific training plans?

• No

If not, what is your target time frame for completing this work?

While Polar Knowledge Canada is leveraging the Values and Ethics learning path from the Canada School of Public Service, it is our intention to develop an agency-specific training plan by the end of fiscal year 2024-2025.

Part II. Codes of conduct

Question 3

Has your organization reviewed its code of conduct?

• My organization is in the process of reviewing its code of conduct.

Question 4

If your organization is in the process of reviewing its code of conduct, what is your target time frame for completing the review?

Polar Knowledge Canada follows the Values and Ethics Code for the Public Sector and is currently developing our own code of conduct with target completion by the end of fiscal year 2024-2025.

Additionally, Polar Knowledge Canada is committed to adhering to the Arctic Research Code of Conduct. This Code of Conduct was developed in partnership with 18 Arctic research organizations from North America and Europe (including Polar Knowledge Canada) and provides the framework for how research should be conducted in the Arctic – including expectations while working on Arctic land and expected general behavior.   

Question 5

If your organization has completed the review of its code of conduct, did this review lead to updates?

• My organization is in the process of updating its code of conduct.

Please briefly describe the nature of any updates made (e.g., to clarify expected behaviours, to align with the emerging context, to include emerging risks) or explain why no updates were deemed necessary.

Polar Knowledge Canada is developing its Code of Conduct which will address the unique context of operating a science and research agency headquartered in Cambridge Bay, Nunavut and operating in the North.

Part III. Discussions on personal accountability in upholding public service values and ethics

Question 6

What activities or actions has your organization undertaken to foster a conversation at all levels on personal accountability to uphold our public service values and ethics?

• Dedicated discussions at executive and management committee meetings
• All-staff engagements (e.g., town halls)
• Engagement sessions with equity groups, employee groups, networks and communities
• Inclusion in employees’ performance and talent management cycle discussions

Please provide additional details on activities that you have undertaken, including those not listed above.

Focused discussions on the revitalized dialogue surrounding values and ethics were conducted at its management committee meeting in the spring 2024. The Deputy Ministers’ Task Team on Values and Ethics Report was also shared and discussed with the executive team during the spring management meeting.

Polar Knowledge Canada has appointed a Values and Ethics Champion. The Champion will lead efforts to share best practices, address gaps or barriers, and promote a culture of integrity within Polar Knowledge Canada as well as incorporate traditional Inuit Societal Values into the agency.

The performance management cycle will continue to set values and ethics expectations for all and identify related training activities that are tailored to specific roles.

A Values and Ethics Award was introduced to recognize individuals who consistently demonstrate the core values and ethical standards of the public service in their daily work and interactions.

Question 7

Has your organization taken any actions to ensure that conversations on personal accountability to uphold our public service values and ethics occur on a continuing basis?

• Included as part of the onboarding process for new employees
• Incorporated in employees’ professional development and mandatory learning plans

Please provide details on activities that you have undertaken, including those not listed above.

The onboarding process at Polar Knowledge Canada leverages the Canada School of Public Service for training its new employees, which is required to be completed within six months of employment and lays the groundwork for understanding and adhering to the ethical standards expected in the public service.

The performance management cycle will continue to set values and ethics expectations for all and identify related training activities that are tailored to specific roles.

Part IV. Additional information

Question 8

What recurring themes (e.g., social media, emerging technology, conflicts of interest) have emerged from conversations with employees (e.g., students, new public servants, front-line service providers, managers, executives, members of functional/horizontal communities/employee networks) across your organization?

In conversations with employees at Polar Knowledge Canada, themes have emerged regarding challenges working in a remote Northern community, the various realities of operating in different contexts, and conflict of interests.

Question 9

How have you adjusted your learning activities to address recurring themes (e.g., adjusted training plans, developed specific case studies, invited expert speakers to focus on emerging themes)?

To address the recurring themes identified through discussions with employees, a few adjustments to our learning activities were implemented, notably:

• Communication to remind executives and employees of their responsibilities regarding conflict of interests supplemented by information sessions.
• A social worker and mental health professional from Health Canada was added to the wellness program service catalogue to supplement the coverage from Health Canada’s Employee Assistance Program.
• Training sessions aimed at equipping the executive and management team to engage in challenging conversations with employees and enhance their ability to support their staff were conducted in October 2023 and April 2024.

Question 10

Are there any actions or learning activities that have been particularly successful in fostering conversations within your organization (e.g., new tools, creative approaches that have resonated well with employees and managers, meeting with small groups, equipping managers to lead conversations, equipping values and ethics office/practitioners)?

Several actions have been particularly successful in fostering conversations within our Agency. These initiatives have facilitated open dialogue and provided valuable feedback, contributing to our progress towards the Renewed Conversation on Values and Ethics in the Federal Public Service.

We have held consultation sessions with employees in all locations to gain deeper insights into the specific challenges and needs of employees. One effective tool we have utilized is Slido to facilitate employee consultations that allow anonymity to address employee concerns or questions immediately during consultation sessions. This approach has encouraged honest and open communication, as employees feel more comfortable sharing their thoughts without fear of retribution. The immediate response capability also helps in clarifying issues and providing quick resolutions, fostering a more transparent and responsive organizational culture.

Polar Knowledge Canada continues to advocate the importance for a deep sense of community across all regions. As an example, a special cultural exchange was hosted in 2022, where Ottawa employees were honored to receive a visit from an elder which generously shared traditional knowledge and values, enriching our understanding and fostering a deeper sense of community within Polar Knowledge Canada.

Polar Knowledge Canada continues to conduct annual workplace assessment survey to complement the government-wide Public Service Employee Survey. This survey helps to gain deeper insights into the specific needs and concerns of our employees, enabling us to tailor our learning activities and interventions more effectively.

To further enhance these conversations, regular town hall meetings and monthly branch-wide information-sharing meetings with staff were implemented. These events provide platforms for employees to discuss openly and collaboratively. By creating a safe and inclusive environment for these discussions, it allows the Agency to address issues proactively and foster a stronger sense of community.

In May 2024, Polar Knowledge Canada held its Awards and Recognition Ceremony to celebrate employee accomplishments in excellence and recognize years of service within the organization and the Public Service. This year, we launched a Values and Ethics Award, inviting all employees to nominate a colleague who consistently demonstrates exemplary behavior in line with the Values and Ethics Code for the Public Sector.

Polar Knowledge Canada also has Ombuds services available to all staff to support further conversations.

Question 11

What indicators will be used to measure increased employee awareness of the role of values and ethics in their daily work (e.g., Public Service Employee Survey, pulse surveys, engagement with focus groups)?

Polar Knowledge Canada will measure increased employee awareness of the role of values and ethics in their daily work using the following indicators:

• Participation in Values and Ethics Training
• Usage of Values and Ethics Resources
• Employee Surveys on Agency Values, notably the annual Public Service Employee Survey and the workplace assessment survey
• Incidents related to Values and Ethics and Conflict of Interest

Furthermore, we will engage in employee consultations specifically focused on the Renewed Conversation on Values and Ethics. These consultations will include discussions about Polar Knowledge Canada’s Code of Conduct, gathering direct feedback from employees about their understanding and application of ethical principles in their work.

Question 12

Will these indicators be disaggregated by identity factors?

• No

Question 13

Is there any additional information that you would like to share regarding your organization’s work on values and ethics (e.g., to advance particular recommendations of the Deputy Ministers’ Task Team on Values and Ethics Report)?

Polar Knowledge Canada is dedicated to advancing the work on Values and Ethics as part of our commitment to the Renewed Conversation on Values and Ethics. We have reviewed the Deputy Ministers’ Task Team for Values and Ethics Report to the Clerk of the Privy Council and identified key findings that will inform our upcoming initiatives.

One significant area of focus is Polar Knowledge Canada’s Inuit Employment Plan, which is designed to implement actions in the spirit of Article 23 of the Nunavut Agreement. This plan will incorporate recommendations from the Task Team’s report, particularly those related to fostering an inclusive and respectful workplace that values the unique contributions of Inuit employees. By aligning our Inuit Employment Plan with these recommendations, we aim to create a supportive environment that promotes the professional growth and well-being of our Inuit workforce.

Additionally, the findings from the Task Team’s report will be integrated into Polar Knowledge Canada’s upcoming Employment Equity Plan. This plan will address the broader goals of enhancing diversity and inclusion within our organization, ensuring that we meet our commitments of the Employment Equity Act. By embedding these values into our strategic planning, we aim to create a more equitable and inclusive workplace for all employees.