Info Source 2016

Info Source: Sources of Federal Government and Employee Information provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act. It provides individuals and employees of the government (current and former) with relevant information to access personal information about them held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.

The Introduction and an index of institutions subject to the Access to Information Act and the Privacy Act are available centrally.

The Access to Information Act and the Privacy Act assign overall responsibility to the President of Treasury Board (as the designated Minister) for the government-wide administration of the legislation.

Background

The Canada Council for the Arts is a federal, arm's-length Crown corporation created by an Act of Parliament in 1957 (Canada Council for the Arts Act) "to foster and promote the study and enjoyment of, and the production of works in, the arts.", reporting to Parliament through the Minister of Canadian Heritage.

The Canada Council is governed by an 11-member Board. Members of the Board and the Director/CEO of the Canada Council are appointed by the Governor in Council for fixed terms. The Canada Council firmly believes in peer assessment for attributing public funds to advance the arts.

The Canada Council works in close co-operation with federal, provincial/territorial and municipal cultural agencies and departments.

Responsibilities

The Canada Council for the Arts is a federal Crown corporation with a mandate to “foster and promote the study and enjoyment of, and production of works in, the arts.” We offer a broad range of grants and services to professional Canadian artists and arts organizations and raises public awareness and appreciation of the arts through its communications, research and arts promotion activities. Our prizes and fellowships celebrate creativity by recognizing exceptional Canadians in the arts, humanities and sciences. The Canadian Commission for UNESCO, which operates under the general authority of the Council, aims to create a society in which Canadians share knowledge and learn from each other, locally and globally, in order to build peaceful, equitable and sustainable futures.

The Canada Council for the Arts is in the final year of its 2011-2016 Corporate Plan Strengthening Connections which has five directions (individual artists, arts organizations, equity, partnership and internal capacity) as well as three cross-cutting themes (public engagement in the arts, synergy and new technologies). Main areas of activity include:

  • Simplification of its granting programs and processes to better serve artists and arts organizations and to scale up its impact for Canadians, through the development of a new funding model based on a forward-looking vision.
  • Continuing work on corporate-wide priorities, including public engagement in the arts, national and international market access, Aboriginal Arts and Deaf and Disability Arts.
  • Improving the Council’s internal capacity, including the development and implementation of a new user-focused client relationship system and improved performance measurement based on results and impact.

The 2016-21 Strategic Plan is structured around four commitments. Each commitment includes specific actions for meeting our equity objectives and supporting next-generation artists and audiences. The commitments will largely be achieved through the six programs to be launched in 2017 as part of the New Funding Model.

  • Increase support to artists, collectives and organizations striving for artistic excellence and greater engagement in the arts by an increasingly diverse public.
  • Amplify the quality, scope and sharing of Canadian art through digital technology.
  • Renew the relationship between Indigenous artists, and Indigenous and non-Indigenous audiences, for a shared future.
  • Raise the international profile of Canadian art and artists.

Therefore, in 2017, the Canada Council for the Arts Info Source Chapter will be updated to reflect the transition into the 2016-21 Strategic Plan.

Institutional functions, programs and activities

Grants and services (individuals and organizations)

The Canada Council for Arts provides grants and services to professional Canadian artists and arts to support creation, production and dissemination of arts for individuals and organizations.

Dance

Grants are awarded for the creation, production and dissemination of works of dance. The operating activities of professional organizations, artists' travel and tours, related events and initiatives are also funded.

Music

Support is provided for the development of individuals, groups, small ensembles, orchestras and other professionals in the Canadian music community. In addition to tours, concerts, recordings and festivals, the Music Section funds a host of related activities such as residencies and the commissioning of Canadian compositions.

Theatre

Assistance is provided to professional Canadian theatre artists and organizations for the creation, production, dissemination of plays as well as for play translation. Contributions are also made to operating costs and touring costs in Canada and abroad, as well as support to special initiatives for the promotion of co- productions and artistic collaborations at the national and international levels.

Visual Arts

Support is provided in the fields of architecture, crafts, photography and the visual arts for creation, production and dissemination, as well as for the acquisition of works by Canadian artists. In addition to funding the activities of independent artists, museums, artist-run centres and other professional arts organizations, the Council encourages the work of independent critics and curators, and the work of performance artists whose practice is rooted in the critical discourse of the visual arts.

Writing and Publishing

A range of grants for professional Canadian writers, collectives and publishers are offered. In addition to providing support for the creation, translation, publication and promotion of Canadian literature, author residencies, literary readings and festivals, as well as new areas of activity such as rap poetry, storytelling and electronic literature are funded.

Media Arts

Assistance is provided to artists, organizations, groups and independent collectives in film, video, new media and audio for research, creation, production and dissemination, as well as for festivals, travel, operating activities and equipment acquisition.

Inter-Arts

Supports research, creation, production, dissemination, touring, and service and development activities by Canadian integrated and contemporary circus arts professionals and arts organizations.

Arts Disciplines Application and Granting Process
Description: Includes records related to Canadian professional artists who have applied for creation/production, professional development, residency or travel grants, and arts organizations who have applied for operating funds, organizational development assistance, project assistance or presenting and dissemination assistance in the following areas: dance, music, theatre, visual arts, writing and publishing, media arts and inter-arts. Includes records related to activities of the granting process, eligibility determinations and funding decisions, the application assessment process, strategic initiatives and advisory committees. Records may include information on program design and development, liaison activities with the arts community, working files, mailing lists, voluntary self-identification information.
Document Types: Funding guidelines, applications to competitions, eligibility checklist, application support material (may include copyright or intellectual property materials), education and professional experience, letters of support or recommendation, applicant financial information, notifications of decision and final reports (when funded). Peer assessor conflict of interest disclosures and confidentiality, external assessments, peer assessment overview reports and recommendations, and section reports to the Board; briefing notes, agendas and minutes, reports or correspondence with other Government Departments or agencies, travel reports, activity reports for public outreach; and completed self- identification forms.
Record Number: CC ART 015
  • Arts Organizations/Companies' Grant Files
    Description: Arts organizations and companies' grant files containing correspondence relating to the application with supporting data, financial information, the adjudication result and details of payment if a grant is awarded. Files may also contain artistic assessments. The files are organized numerically according to the program and discipline.
    Class of Individuals: Arts organizations and companies in the following disciplines: Audience and Market Development, Dance, Inter-Arts, Media Arts, Music, Theatre, Visual Arts, and Writing and Publishing Sections. Purpose: Contains files of arts organizations and companies who have applied for a grant to the various programs at the Canada Council for the Arts.
    Consistent Uses: The files are used in the adjudication process of grant requests.
    Retention and Disposal Standards: Grant application files are retained at the Council for a period of four years. They are then transferred to the Library and Archives Canada and held for another four years. After an eight year period, all unsuccessful grant application files are destroyed and the successful files are kept indefinitely.
    RDA Number: 83/038
    Related Record Number: CC ART 015, CC ART 018, CC ART 016, CC OUT 007
    TBS Registration: 001648
    Bank Number: CC PPU 130

  • Arts Tracking System
    Description: The ATS is a corporate database system used for the Canada Council's operations and activities. It provides a single repository for all information on contacts and programs, tracks grant applications and grant processing, and generates corporate mailings. There are electronic links to the Financial Management System and the Information Management System.
    Class of Individuals: Individuals, artists, peer assessors, members of arts organizations and associations, Members of Parliament, government staff, media contacts, university personnel and the Canada Council's clients. Each computer record has a unique reference number which identifies the contact.
    Purpose: The Arts Tracking System replaces any databases of systems previously used to register, store, modify or manage contact data, grant processing and corporate mailing lists.
    Consistent Uses: The ATS tracks grant applications and facilitates the sending of Council's publications to interested parties. The Canada Council for the Arts' mailing list of organizations may be sold to other organizations and or institutions.
    Retention and Disposal Standards: The information is kept permanently.
    RDA Number: TBD
    Related Record Number: CC ART 015, CC ART 018, CC ART 016, CC OUT 007
    TBS Registration: 004244
    Bank Number: CC PPU 020

  • Individuals' Arts Grant Files
    Description: Contains correspondence relating to the application with supporting data which includes the name, address, phone, fax, email of each candidate applying for a grant, as well as the adjudication result and details of payment and social insurance number if a grant is awarded. The files are organized numerically according to the program and discipline.
    Class of Individuals: Individual artists.
    Purpose: Contains files of artists who have applied for a grant.
    Consistent Uses: Used in the adjudication process of grant requests and to provide data for statistical analysis
    Retention and Disposal Standards: Grant application files are retained at the Council for a period of four years. They are then transferred to the Library and Archives Canada and held for another four years. After an eight year period, all unsuccessful grant application files are destroyed and the successful files are kept indefinitely.
    RDA Number: 83/038
    Related Record Number: CC ART 015, CC ART 018, CC ART 016, CC OUT 007
    TBS Registration: 000313
    Bank Number: CC PPU 115

Equity

The Equity Office collaborates with the Aboriginal Secretariat to help ensure equal opportunity and access to all Canada Council programs for artists of diverse cultural and regional communities.

Equity Application and Granting Process
Description: Includes records related to Canadian professional culturally diverse artists who have applied for travel grants, and culturally diverse arts organizations who have applied for capacity building. Includes records related to activities of the granting process and funding decisions, the peer assessment process, strategic initiatives and advisory committees. Records may include information on program development, liaison activities with the arts community, working files, mailing lists, voluntary self-identification information and Stand Firm networks.
Document Types: Funding guidelines, applications to competitions, eligibility checklist, application support material (may include copyright or intellectual property materials), education and professional experience, letters of support or recommendation, applicant financial information, notifications of decision and final reports (when funded). Peer assessor conflict of interest disclosures, external assessments, peer assessment overview reports and recommendations, and section reports to the Board, briefing notes, agendas and minutes, reports or correspondence with other Government Departments or agencies, travel reports, activity reports for public outreach; and completed self-identification forms.
Record Number: CC ART 016

  • Arts Organizations/Companies' Grant Files
    Description: Arts organizations and companies' grant files containing correspondence relating to the application with supporting data, financial information, the adjudication result and details of payment if a grant is awarded. Files may also contain artistic assessments. The files are organized numerically according to the program and discipline.
    Class of Individuals: Arts organizations and companies in the following disciplines: Audience and Market Development, Dance, Inter-Arts, Media Arts, Music, Theatre, Visual Arts, and Writing and Publishing Sections.
    Purpose: Contains files of arts organizations and companies who have applied for a grant to the various programs at the Canada Council for the Arts.
    Consistent Uses: The files are used in the adjudication process of grant requests.
    Retention and Disposal Standards: Grant application files are retained at the Council for a period of four years. They are then transferred to the Library and Archives Canada and held for another four years. After an eight year period, all unsuccessful grant application files are destroyed and the successful files are kept indefinitely.
    RDA Number: 83/038
    Related Record Number: CC ART 015, CC ART 018, CC ART 016, CC OUT 007
    TBS Registration: 001648
    Bank Number: CC PPU 130

  • Arts Tracking System
    Description: The ATS is a corporate database system used for the Canada Council's operations and activities. It provides a single repository for all information on contacts and programs, tracks grant applications and grant processing, and generates corporate mailings. There are electronic links to the Financial Management System and the Information Management System.
    Class of Individuals: Individuals, artists, peer assessors, members of arts organizations and associations, Members of Parliament, government staff, media contacts, university personnel and the Canada Council's clients. Each computer record has a unique reference number which identifies the contact.
    Purpose: The Arts Tracking System replaces any databases of systems previously used to register, store, modify or manage contact data, grant processing and corporate mailing lists.
    Consistent Uses: The ATS tracks grant applications and facilitates the sending of Council's publications to interested parties. The Canada Council for the Arts' mailing list of organizations may be sold to other organizations and or institutions.
    Retention and Disposal Standards: The information is kept permanently.
    RDA Number: TBD
    Related Record Number: CC ART 015, CC ART 018, CC ART 016, CC OUT 007
    TBS Registration: 004244
    Bank Number: CC PPU 020

  • Individuals' Arts Grant Files
    Description: Contains correspondence relating to the application with supporting data which includes the name, address, phone, fax, email of each candidate applying for a grant, as well as the adjudication result and details of payment and social insurance number if a grant is awarded. The files are organized numerically according to the program and discipline.
    Class of Individuals: Individual artists.
    Purpose: Contains files of artists who have applied for a grant.
    Consistent Uses: Used in the adjudication process of grant requests and to provide data for statistical analysis
    Retention and Disposal Standards: Grant application files are retained at the Council for a period of four years. They are then transferred to the Library and Archives Canada and held for another four years. After an eight year period, all unsuccessful grant application files are destroyed and the successful files are kept indefinitely.
    RDA Number: 83/038
    Related Record Number: CC ART 015, CC ART 018, CC ART 016, CC OUT 007
    TBS Registration: 000313
    Bank Number: CC PPU 115

Aboriginal Arts

In collaboration with the Aboriginal Arts Advisory Committee and with all sections of the Canada Council, it is responsible for developing programs, strategic initiatives, and strong networks with Canada’s Aboriginal arts and cultural community to support Aboriginal Peoples artistic practices in all arts disciplines.

Aboriginal Application and Granting Process
Description: Includes records related to Canadian professional Aboriginal artists who have applied for aboriginal artistic practices support or travel grants, and Aboriginal arts organizations who have applied for capacity building or collaborative exchange both nationally or internationally. Includes records related to activities of the granting process and funding decisions, the peer assessment process, strategic initiatives and advisory committees. Records may include information on program development, liaison activities with the arts community, working files, mailing lists, voluntary self-identification information.
Document Types: Funding guidelines, applications to competitions, eligibility checklist, application support material (may include copyright or intellectual property materials), education and professional experience, letters of support or recommendation, applicant financial information, notifications of decision and final reports (when funded). Peer assessor conflict of interest disclosures, external assessments, peer assessment overview reports and recommendations, and section reports to the Board, briefing notes, agendas and minutes, reports or correspondence with other Government Departments or agencies, travel reports, activity reports for public outreach; and completed self-identification forms.
Record Number: CC ART 018

  • Arts Organizations/Companies' Grant Files
    Description: Arts organizations and companies' grant files containing correspondence relating to the application with supporting data, financial information, the adjudication result and details of payment if a grant is awarded. Files may also contain artistic assessments. The files are organized numerically according to the program and discipline.
    Class of Individuals: Arts organizations and companies in the following disciplines: Audience and Market Development, Dance, Inter-Arts, Media Arts, Music, Theatre, Visual Arts, and Writing and Publishing Sections.
    Purpose: Contains files of arts organizations and companies who have applied for a grant to the various programs at the Canada Council for the Arts.
    Consistent Uses: The files are used in the adjudication process of grant requests.
    Retention and Disposal Standards: Grant application files are retained at the Council for a period of four years. They are then transferred to the Library and Archives Canada and held for another four years. After an eight year period, all unsuccessful grant application files are destroyed and the successful files are kept indefinitely.
    RDA Number: 83/038
    Related Record Number: CC ART 015, CC ART 018, CC ART 016, CC OUT 007
    TBS Registration: 001648
    Bank Number: CC PPU 130

  • Arts Tracking System
    Description: The ATS is a corporate database system used for the Canada Council's operations and activities. It provides a single repository for all information on contacts and programs, tracks grant applications and grant processing, and generates corporate mailings. There are electronic links to the Financial Management System and the Information Management System.
    Class of Individuals: Individuals, artists, peer assessors, members of arts organizations and associations, Members of Parliament, government staff, media contacts, university personnel and the Canada Council's clients. Each computer record has a unique reference number which identifies the contact.
    Purpose: The Arts Tracking System replaces any databases of systems previously used to register, store, modify or manage contact data, grant processing and corporate mailing lists.
    Consistent Uses: The ATS tracks grant applications and facilitates the sending of Council's publications to interested parties. The Canada Council for the Arts' mailing list of organizations may be sold to other organizations and or institutions.
    Retention and Disposal Standards: The information is kept permanently.
    RDA Number: TBD
    Related Record Number: CC ART 015, CC ART 018, CC ART 016, CC OUT 007
    TBS Registration: 004244
    Bank Number: CC PPU 020

  • Individuals' Arts Grant Files
    Description: Contains correspondence relating to the application with supporting data which includes the name, address, phone, fax, email of each candidate applying for a grant, as well as the adjudication result and details of payment and social insurance number if a grant is awarded. The files are organized numerically according to the program and discipline.
    Class of Individuals: Individual artists.
    Purpose: Contains files of artists who have applied for a grant.
    Consistent Uses: Used in the adjudication process of grant requests and to provide data for statistical analysis
    Retention and Disposal Standards: Grant application files are retained at the Council for a period of four years. They are then transferred to the Library and Archives Canada and held for another four years. After an eight year period, all unsuccessful grant application files are destroyed and the successful files are kept indefinitely.
    RDA Number: 83/038
    Related Record Number: CC ART 015, CC ART 018, CC ART 016, CC OUT 007
    TBS Registration: 000313
    Bank Number: CC PPU 115

Public Lending Right Commission

The Public Lending Right (PLR) Commission makes payments to Canadian authors for the availability of their books catalogued in Canadian libraries, according to the PLR program’s eligibility criteria. Works of fiction, poetry, drama, children's literature, general non-fiction and scholarship are eligible. Authors must register their eligible titles with the Commission. The Commission is responsible for setting program policies.

Public Lending Right Payments to Canadian Authors
Description: Records being collected include Canadian author, co-author, editor, anthology contributors, translators, illustrators or photographers registered in the Public Lending Right (PLR) Program. It also includes records related to payment decisions, eligible titles and library samplings. Records may include information on program policies, constitution and bylaws, liaison activities with the literary community, working files and mailing lists.
Document Types: Funding guidelines, committee minutes and agendas, policies and procedures, author registrations, cheques, correspondence, annual library samplings titles list, reports, statistics, budgets, T4 statements of remuneration.
Record Number: CC ART 004

  • Public Lending Right Commission Case Files
    Description: This bank contains the name, address, phone number, social insurance number and citizenship of the applicant, plus supporting documentation for the book titles being registered.
    Class of Individuals: Canadian authors, co-authors, editors, translators, illustrators, anthology contributors and photographers who have applied for the PLR Program.
    Purpose: Contains all documentation, on all authors who have applied to the program, such as their application and correspondence.
    Consistent Uses: The files are used to verify that authors and titles are eligible under the criteria established by the Commission.
    Retention and Disposal Standards: All files are retained for eight years after an author’s death, and then destroyed.
    RDA Number: 2002/009
    Related Record Number: CC ART 004
    TBS Registration: 002207
    Bank Number: CC PPU 150

Arts promotion

To encompass all activities within the organization for the promotion of arts at the national and international levels including partnerships and networks with multiple stakeholders, rental of art works, recognizing artistic excellence with our different prizes.

Audience and Market Development

The Audience and Market development section's objective is developing new audiences and markets for their work on a national and international level. The Audience and Market Development program and services work across the disciplines and in collaboration with the sections to develop a cohesive approach to increase touring, exhibition and performance possibilities for Canadian artists.

Audience and Market Development Application and Granting Process
Description: Includes records related to Canadian professional artists, agents and managers who have applied for multi-year and annual funding or travel, and arts organizations who have applied for organizational development assistance. Includes records related to activities of the granting process, eligibility determinations and funding decisions, the application assessment process and strategic initiatives. Records may include information on program design and development, liaison activities with the arts community, working files, mailing lists, voluntary self-identification information, performing arts directory and publications.
Document Types: Funding guidelines, applications to competitions, eligibility checklist, application support material (may include copyright or intellectual property materials), education and professional experience, letters of support or recommendation, applicant financial information, notifications of decision and final reports (when funded). Peer assessor conflict of interest disclosures, external assessments, peer assessment overview reports and recommendations, and section reports to the Board, briefing notes, agendas and minutes, reports or correspondence with other Government Departments or agencies, travel reports, activity reports for public outreach and lists of contacts and resources; and completed self-identification forms.
Record Number: CC OUT 007

  • Arts Organizations/Companies' Grant Files
    Description: Arts organizations and companies' grant files containing correspondence relating to the application with supporting data, financial information, the adjudication result and details of payment if a grant is awarded. Files may also contain artistic assessments. The files are organized numerically according to the program and discipline.
    Class of Individuals: Arts organizations and companies in the following disciplines: Audience and Market Development, Dance, Inter-Arts, Media Arts, Music, Theatre, Visual Arts, and Writing and Publishing Sections.
    Purpose: Contains files of arts organizations and companies who have applied for a grant to the various programs at the Canada Council for the Arts.
    Consistent Uses: The files are used in the adjudication process of grant requests.
    Retention and Disposal Standards: Grant application files are retained at the Council for a period of four years. They are then transferred to the Library and Archives Canada and held for another four years. After an eight year period, all unsuccessful grant application files are destroyed and the successful files are kept indefinitely.
    RDA Number: 83/038
    Related Record Number: CC ART 015, CC ART 018, CC ART 016, CC OUT 007
    TBS Registration: 001648
    Bank Number: CC PPU 130

  • Arts Tracking System
    Description: The ATS is a corporate database system used for the Canada Council's operations and activities. It provides a single repository for all information on contacts and programs, tracks grant applications and grant processing, and generates corporate mailings. There are electronic links to the Financial Management System and the Information Management System.
    Class of Individuals: Individuals, artists, peer assessors, members of arts organizations and associations, Members of Parliament, government staff, media contacts, university personnel and the Canada Council's clients. Each computer record has a unique reference number which identifies the contact.
    Purpose: The Arts Tracking System replaces any databases of systems previously used to register, store, modify or manage contact data, grant processing and corporate mailing lists.
    Consistent Uses: The ATS tracks grant applications and facilitates the sending of Council's publications to interested parties. The Canada Council for the Arts' mailing list of organizations may be sold to other organizations and or institutions.
    Retention and Disposal Standards: The information is kept permanently.
    RDA Number: TBD
    Related Record Number: CC ART 015, CC ART 018, CC ART 016, CC OUT 007
    TBS Registration: 004244
    Bank Number: CC PPU 020

  • Individuals' Arts Grant Files
    Description: Contains correspondence relating to the application with supporting data which includes the name, address, phone, fax, email of each candidate applying for a grant, as well as the adjudication result and details of payment and social insurance number if a grant is awarded. The files are organized numerically according to the program and discipline.
    Class of Individuals: Individual artists.
    Purpose: Contains files of artists who have applied for a grant.
    Consistent Uses: Used in the adjudication process of grant requests and to provide data for statistical analysis
    Retention and Disposal Standards: Grant application files are retained at the Council for a period of four years. They are then transferred to the Library and Archives Canada and held for another four years. After an eight year period, all unsuccessful grant application files are destroyed and the successful files are kept indefinitely.
    RDA Number: 83/038
    Related Record Number: CC ART 015, CC ART 018, CC ART 016, CC OUT 007
    TBS Registration: 000313
    Bank Number: CC PPU 115

Art Bank

To make contemporary Canadian art accessible to as wide an audience as possible through its art rental program. It rents art suitable for display in an office environment to public and private sector clients in Canada and abroad. The works are purchased based on recommendations by a peer assessment committee made up of artists, art administrators, and curators, from across the country.

Art Bank Rental and Purchase Program
Description: Includes records related to Canadian art works submitted by artists or art dealers to the purchase of art works program. Records include activities related to the purchase process, acquisition decision process, art work inventory, disposal of works. It also include records related to rental contracts of works of art to interested public and private sector organizations, rental terms and conditions, delivery documentation and installation instructions for works of art. Records may include information on program design and development, working files, exhibitions, programs for public outreach and mailing lists.
Document Types: Purchase guidelines, completed submission forms, funding decisions, peer assessor conflict of interest, briefing notes, peer assessment overview reports, section reports, peer assessment statistical report and recommendations, art work appraisals, conservation, installation instructions, rental contracts, repurchase documentation, exhibition contracts, and transport documentation.
Record Number: CC ART 001

  • Damaged/Lost Works Description: The purpose of these files is to document lost or damaged art bank works. They contain condition reports, correspondence with clients, conservators, insurance adjusters, etc., as well as invoices and copies of cheques.
    Class of Individuals: Individual artists, conservators, insurance adjusters.
    Purpose: It is used to keep track of damaged works, restoration procedures, costs and payment and the last location of works that were lost or stolen. Consistent Uses: This bank is used to document all costs related to damaged, lost and stolen works of art.
    Retention and Disposal Standards: Records are kept permanently.
    RDA Number: TBD
    Related Record Number: CC ART 001 TBS
    Registration: 003281
    Bank Number: CC PPU 065
  • Installation Instructions for Works of Art Description: The purpose of these files is to give detailed information about the art works to art bank staff. They contain diagrams and cataloguing forms, completed by artists or their dealers, giving details on art works and their installation.
    Class of Individuals: Individual artists, dealers. Purpose: The purpose of this bank is to collect descriptive data on works purchased, especially on how works should be installed.
    Consistent Uses: The files are used to identify works and assist with their installation.
    Retention and Disposal Standards: Records are kept permanently.
    RDA Number: 98/007
    Related Record Number: CC ART 001 TBS
    Registration: 003282
    Bank Number: CC PPU 045
  • Purchase of Art Works from Artists Description: The purpose of these files is to maintain a record of applications to the art bank for the purchase of artworks from individual artists. It contains letters of application from individual artists, correspondence to and from artists, invoices, biographical data, and information relating to artists' copyrights and artists' representatives and peer decisions.
    Class of Individuals: Individual artists and their dealers.
    Purpose: Contains all documentation, on all artists who have applied to the program, such as their application, social insurance number and amount of payment. Consistent Uses: It is used to keep records on applications by artists for purchases of their work, to ensure payment is made for each work purchased, and to accumulate information on all works purchased from one artist.
    Retention and Disposal Standards: Files are kept permanently for successful applications and unsuccessful applications of artists who have works in the collection. Unsuccessful files are retained at the Council for three years, then destroyed.
    RDA Number: 98/007
    Related Record Number: CC ART 001 TBS
    Registration: 003284
    Bank Number: CC PPU 035
  • Repurchase Program Description: This program was cancelled in 1996 and reinstated in 2001 for a period of six months. The purpose of these files is to maintain a record of artists' requests to repurchase works of art originally sold to the art bank. Financial transactions are also recorded in these files. It contains letters of application from artists or their dealers, details of repurchase costs, invoices, correspondence to artists informing them of the art bank decision and copies of cheques.
    Class of Individuals: Individual artists.
    Purpose: The bank contains records on the repurchase program and the number of works each artist has requested for repurchase.
    Consistent Uses: Contains files of artists who have requested to repurchase their works of art originally sold to the art bank.
    Retention and Disposal Standards: Records are kept permanently.
    RDA Number: TBD
    Related Record Number: CC ART 001 TBS
    Registration: 003285
    Bank Number: CC PPU 070

Prizes

To administer over 70 annual prizes, fellowships and awards to Canadian artists and scholars for their contributions to the arts, humanities and sciences in Canada. Many of these prizes are privately endowed and are given in perpetuity in memory of the donors. Others, such as the Governor General's Literary Awards are both funded and administered by the Canada Council for the Arts. Most prizes and awards are adjudicated through the regular adjudication process of the appropriate disciplinary section.

Prizes and Fellowships Recognition
Description: Includes records related to Canadian professional artists, arts organizations and scholars who have been awarded a prize or fellowship. Includes records related to activities of the award process, eligibility determinations and funding decisions, commissioned reports by external specialists. Musical Instrument Bank acquires and loans exceptional instruments to gifted young musicians who are embarking on an international solo or chamber music career. Records may include information on program design and development, liaison activities with the arts community, prize presentation ceremonies, insured value of instruments, working files, and mailing lists.
Document Types: Funding guidelines, applications to competitions and nominations, eligibility checklist, application support material (may include copyright or intellectual property materials), education and professional experience, letters of support or recommendation, applicant financial information, notifications of decision and final reports. Peer assessor conflict of interest disclosures and confidentiality, external assessments, peer assessment overview reports and recommendations, and section reports to the Board; briefing notes, agendas and minutes, reports or correspondence with other Government Departments or agencies, memorandums of understanding, insurance policies, travel reports, activity reports for public outreach.
Record Number: CC ART 005

Partnership and Networks and Arts Promotion

To collaborate to develop strategies for development and promotion of the arts with the arts community, the media, governments, other arts funders, Parliamentarians, and individuals and organizations in other sectors and professions on a national and international level. The Canada Council for the Arts promotes the value the arts brings to Canadians, connecting arts organizations and artists with audiences and finding ways to engage the public in the arts. This approach is focused on partnerships with other funders, arts organizations and artists on pilot projects.

Promotional Activities
Description: Includes records related to partnership activities and network member meetings held in collaboration with other arts funders or government departments. It also includes records related to commissioned research for arts funding; professional artistic competencies and development; capacity building; and arts promotion at the national and international levels. May also include records related to Canadian professional artists who have applied for pilot project support or collaborative and collective projects, and arts organizations who have applied for pilot projects and community collaborations. Records may include information on granting process activities, eligibility, the application assessment process, determinations and funding decisions. It may also include records on strategic initiatives and the arts promotion kit.
Document Types: Funding guidelines, applications to competitions, Memorandums of Understanding and partnership agreements; agendas and minutes of meetings; policies, project proposals, surveys and data, questionnaires, reports, correspondence, visitation information and documents related to liaison and cooperation work with other arts funders and government departments, proposals. Peer assessor conflict of interest disclosures, external assessments, peer assessment overview reports and recommendations, and section reports to the Board, and briefing notes.
Record Number: CC PNAP 001

Coordination of the Canadian Commission for UNESCO

To act as a forum for governments and civil society, and to catalyze the participation of Canadian organizations and committed individuals in UNESCO's mandated areas: education, natural and social sciences, culture and communication. The Canadian Commission must both participate in UNESCO's activities and undertake its own initiatives or activities related to the general objectives of UNESCO.

Canadian Commission for UNESCO Activities and Programs
Description: Includes records related to UNESCO program activities in Canada and Canadian participation in UNESCO activities abroad. May also include records on advice and assistance from both governmental and non-governmental organizations; advice about future UNESCO programs and budgets to the Department of Foreign Affairs and International Trade. and background information on: UNESCO workshops, conferences, committees, and program projects and prizes; government departments and agencies, institutions, organizations, and individuals collaborations and partnerships as they relate to education, science, culture, communication and information.
Document Types: By-laws and directives; minutes, plans, agendas, project proposals, memorandums of understanding, and mailing lists.
Record Number: CC CCU 001

  • Canadian Commission for UNESCO's Data Bank
    Description: The purpose of this bank is to maintain a record of members of the Commission to whom publications, including reports, press releases, and the minutes of meetings, may be sent. It contains addresses which normally include the individual's name, address, and telephone number as well as codes identifying disciplines of interest such as education, natural sciences, social sciences, culture, communications, etc.
    Class of Individuals: Individuals, federal departments and agencies, intergovernmental bodies which represent the provinces and territories, non-governmental organizations and institutions.
    Purpose: This record is used to identify individuals to whom are sent UNESCO-related material.
    Consistent Uses: Facilitates the sending of UNESCO publications to interested parties.
    Retention and Disposal Standards: The information is held permanently.
    RDA Number: TBD
    Related Record Number: CC CCU 001
    TBS Registration: 003287
    Bank Number: CC PPU 095

Internal services

Internal services constitute groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. These groups are management and oversight services, communications services, legal services, human resources management services, financial management services, information management services, information technology services, real property services, materiel services, acquisition services, and travel and other administrative services. Internal services include only those activities and resources that apply across an organization and not to those provided specifically to a program.

Acquisition Services

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

Communications Services

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

Financial Management Services

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

Human Resources Management Services

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

Information Management Services

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

Information Technology Services

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

Legal services

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

Management and Oversight Services

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

Materiel Services

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

Real Property Services

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

Travel and Other Administrative Services

Travel and other administrative services include Government of Canada travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.

Legend

Classes of personal information

The personal information contained in this class is distributed across a wide range of subject files. It is not used for administrative or operational purposes, and is normally neither arranged nor retrieved by personal identifiers. The most common types of personal information contained in this class are name, address, and, in some cases, affiliation, educational background and experience. The information was collected through general enquiries, complaints, requests for grant application forms, personal views, unsolicited opinions, and complaints directed by the public to the Canada Council for the Arts. Individuals wishing to access information relating to themselves should provide specific details regarding the institute, branch, or individual to whom the correspondence was addressed; the approximate date of the correspondence; the subject matter; the name of the program (if applicable); and the file reference number, if available.

The retention periods associated with this class of personal information are consistent with those associated with the general subject files in which the information is stored.

Manuals

  • Arts Division Guide Book
    • Aboriginal Terminology
    • Artists Who Die while Holding a Grant
    • Assessment of Application Forms
    • Availability of Program Officers before a Deadline Date
    • Buffers Relating to Peer Assessment Committee Members
    • Change of the Project or Program of Work
    • Charging a Peer Assessment Committee
    • Conflict of Interest
    • Conflict of Interest Policy, Procedure and Form (PRIZES AND AWARDS ONLY)
    • Contact Events
    • Definitions of Terms Used to Identify the Final Status of Grant Applications
    • Dissatisfied Applicants and/or Grant Holders
    • Electronic Capture of Notable Stories in the arts tracking system (ATS)
    • Eligibility Checklist Policy and Procedure
    • Eligibility of Applications
    • Equity Priority Policy
    • Exceptional Grants Policy and Forms
    • External Assessors
    • Fair Notice Policy
    • Final Report Policy and Procedures
    • General Application Eligibility Checklist
    • GO! Grants Online
    • Grant Acknowledgement Forms and SIN Policy
    • Grant Notification and Peer Assessor Disclosure Policy
    • Grant Recommendations
    • Holdback Policy
    • Peer Assessment Committee Approval and Sign-Off
    • Policies Regarding Number of Applications Allowed and Buffer Periods
    • Program Officer's Guide to Delivering the Equity Priority Policy
    • Public Accessibility Policy
    • Recruiting Disciplinary Advisory Committee Members
    • Regular Adjustments Policy to Operating Funding
    • Roles and Responsibilities of the Arts Division Staff
    • Rounding Off Grant Amounts
    • Score sheets and Notes Taken During the Peer Assessment Committee Meeting
    • Selecting Peer Assessors
    • Strategic Directions of the Council
    • Support Material
    • Suspending or Delaying an Arts Division Program or Deadline
    • Term of the Disciplinary Advisory Committee Members
    • Translation of Grant Applications
    • Voting in a Peer Assessment Meeting
  • Peer Assessment : How the Council Makes its Decisions
  • Expanding the Arts – Guidebook 1
    • Part 1: Etiquette and Accommodations
    • Part 2: Accessible Meetings and Events
    • Part 3: Policies, Procedures and Programs

Additional Information

Please see the Access to Information and Privacy Acts for information on access procedures under the provisions of the Access to Information Act and the Privacy Act. To make a formal request, mail your letter or Access to Information Request Form [PDF, 246.8 KB] (Access to Information Act) or Personal Information Request Form [PDF, 244.9 KB] (Privacy Act), along with any necessary documents (such as consent or the $5.00 application fee for a request under the Access to Information Act) to the following address:

Access to Information and Privacy Coordinator

Canada Council for the Arts
150 Elgin Street, P.O. Box 1047
Ottawa, Ontario K1P 5V8
Telephone: (613) 566-4414, ext. 4696
Toll free: 1-800-263-5588, ext. 4696
Facsimile (613) 566-4390

Please note: Each request made to the Canada Council under the Access to Information Act must be accompanied by an application fee of $5.00, cheque or money order made payable to the “Canada Council for the Arts”.

The Government of Canada encourages the release of information through informal requests. The Canada Council posts monthly a list of requests processed under the Access to Information Act. You may consult the list of completed Access to Information requests and make a request for released records at the above noted address or at atip_aiprp@canadacouncil.ca. For general information on the Canada Council, you may contact:

Arts Services Office, Information Officers

Canada Council for the Arts
150 Elgin Street P.O. Box 1047
Ottawa, Ontario K1P 5V8
Telephone: (613) 566-4414 ext. 5060
Toll free: 1-800-263-5588, ext. 5060
Facsimile (613) 566-4390
TTY: 1-866-585-5559 (toll free)

Reading Room

In accordance with the Access to Information Act and Privacy Act, an area on the premises will be made available should you wish to review materials on site. The address is:

150 Elgin Street
Ottawa, Ontario