Info Source
Sources of Federal Government and Employee Information
International Development Research Centre
TABLE OF CONTENTS
Institutional Functions, Programs and Activities
Introduction to Info Source
Info Source describes the programs and activities, and the information holdings related to programs and activities, of government institutions subject to the Access to Information Act to facilitate the right of access. It also provides individuals, including current and former employees of the Government of Canada, with relevant information to access personal information about themselves held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.
An index of institutions that are subject to the Access to Information Act and the Privacy Act is 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 Centre was created by an Act of the Canadian Parliament in May 1970. The IDRC Act received all-party support and was passed unanimously by the House of Commons and the Senate. IDRC was established as a Crown corporation with an innovative international dimension. The membership of the Board of Governors was an important part of the Centre's global scope: although the chairperson and the majority of the members of the Board of Governors were to be Canadian, the remaining positions could be occupied by non-Canadians, ensuring that the perspective and experience of developing countries would be well represented.
The Centre reports to Parliament through the Minister of International Development.
Responsibilities
The International Development Research Centre's mandate is to "initiate, encourage, support and conduct research into the problems of the developing regions of the world and into the means for applying and adapting scientific, technical and other knowledge to the economic and social advancement of those regions."
IDRC strategically invests in knowledge, innovation, and solutions that can be scaled for impact; builds leaders in government, research, and business in the developing world for today and tomorrow; and ensures that the Centre will be a partner of choice in strengthening developing countries and in maintaining important relationships for Canada.
As chief executive officer and a member of the Board, the President manages and directs the work and staff of IDRC with the support of the Centre Management Committee. The Centre's head office is located in Ottawa and remains engaged in local and regional contexts by maintaining five regional offices across the developing world: (1) Montevideo (Latin America and the Caribbean), (2) New Delhi (Asia), (3) Amman (Middle East and North Africa), (4) Nairobi (Eastern and Southern Africa) and (5) Dakkar (Central and West Africa).
Institutional functions, programs, and activities
The Centre supports research in developing countries to create real and lasting change. This knowledge can be used as a tool for addressing pressing global challenges. The Centre’s development programs support innovative solutions that improve global access to food, jobs, health, and technologies for growth.
By way of grants to researchers and institutions in both Canada and developing countries, the Centre’s programming supports the application of scientific, technical, and other knowledge to the economic and social advancement of developing regions of the world. In thematic areas determined by the Centre’s Board of Governors, these grants advance the generation, identification, and testing of solutions to developing-country problems, and help build leaders in government, research, and business in the developing world. A significant share of grants are made through partnerships with like-minded governments and private donor agencies.
Five areas of focus will shape IDRC’s work in developing countries over the next decade and contribute to achieving the United Nations’ Sustainable Development Goals: Climate-Resilient Food Systems, Global Health, Education and Science, Democratic and Inclusive Governance and Sustainable Inclusive Economies.
In carrying out our mandate, we:
- provide financial support to researchers in developing countries to work on problems crucial to their communities;
- engage with research organizations throughout the innovation process;
- promote networking among our grantees;
- facilitate the use and uptake of research, and encourage dialogue between researchers, policymakers, and business people.
For more information about IDRC, its mandate, the impactful work it does, and the projects it supports, be sure to check out the following links. They provide valuable insight into how IDRC drives innovation and research to address global development challenges.
About IDRC
Projects We Support
Climate Resident Food Systems
Global Health
Education and Science
Democratic and Inclusive Governance
Sustainable Inclusive Economies
Legend
Standard Classes of Records (CoRs)
Standard Personal Information Banks (PIBs)
Records Disposition Authority (RDA) 2012/004 (Archives with the Library of Canada)
Institution-specific content
The following institutional functions identified below are based on IDRC’s Strategy 2030 as well as the work IDRC carries out as part of its mandate.
Climate-Resilient Food Systems
The goal of the Climate-Resilient and Food Systems program is to fund research that helps build equitable, inclusive and sustainable food systems in developing countries. This work helps develop resilience among communities severely affected by climate change and address emerging health threats that arise from food systems.
Description: Includes information related to delivering evidence-based innovations and solutions in agriculture, climate change, and health.
Document Types: Prospectuses, workplans, budgets (including travel budgets), risk assessments, project evaluations, progress reports, trip reports, project approval documents, agreements, reports to the Board of Governors, newsletters, publications, brochures, processes, applications, evaluation criteria, institutional files, supporting documents, external reviews, documents related to workshops, contact information, project outputs, articles, communications materials.
Disclosure Summary: No such disclosure has occurred.
Record Number: IDRC PB 020
- Program and Grant Project Administration Class of Record
Description: Documentation and records maintained by IDRC to support the administration of programs and grant projects. These records include information related to program oversight, financial management, project submissions, reporting, and compliance.
Document Types: Documents related to the establishment, mandate, and strategic planning of programs, strategic planning reports, vision statements, budget worksheets and narratives, financial reports, expenditure tracking, banking forms, cost recoveries, grants, contributions, financial risk management, grant applications, submission records, assessments, grant agreements, funding approvals, business cases, project briefs, program expenditure and authority documents, performance reviews and benchmarks, compliance reviews, policy manuals, procedure manuals, meeting agendas and minutes, stakeholder engagement records, internal audit reports, risk assessments, fiscal year reports.
Record Number: IDRC PPM 420
- Safeguarding Class of Record
Description: Includes records related to complaints of sexual exploitation, abuse and harassment (SEAH) and broader violence that are part of IDRC’s safeguarding mandate. Safeguarding includes allegations of and investigations about sexual exploitation, abuse and harassment and broader violence related to IDRC’s projects and programs.
Records may include information related to adjudication and unfair labour practice complaints, discipline, demotion and termination, legal advice, preparation of legal documents, and litigation services. May also include information related to IDRC staff members, grantee organizations and contractors (e.g. company profiles, résumés, work experience, previous contracts completed, and clients). These records also include information related to the proactive disclosure of relevant contracts for goods and services. Includes records related to formal and informal training received by employees to develop their knowledge, skills and competencies, maximize their potential and increase their productivity. Records may include information related to special development programs, training requirements, professional development, leadership development programs, learning and training policies, monitoring and reporting requirements, continuous learning and career counselling. May also include records related to liaison with training providers.
Document Types: Essential services agreements, grievance and conflict-resolution procedures, copies of relevant acts and regulations, settlement documentation, investigation reports, documentation of adjudication hearings (e.g. legal documents, subpoenas, proceedings, records of decisions, witness statements), institutional codes of conduct and discipline, Standard Operating Procedures and guidelines, dispute-resolution evaluation reports, workplace assessment reports, medical records, mediation agreements, records of institutional Labour-Management Consultation Committees, copies of decisions of the Public Service Labour Relations Board, correspondence (emails, text messages, other), interview questions, interview transcripts, investigative reports, statements of work, RFPs, distribution lists, solicitation or tender documents, invoices, standing offers, job descriptions, access pass and related log books, video footage.
Record Number: IDRC SFGRD 001
- Personal Information Bank - Safeguarding
Description: This bank describes personal information related to complaints of sexual exploitation, abuse and harassment (SEAH) that are part of IDRC’s Safeguarding mandate. In addition to the formal process, this bank also describes personal information related to any informal conflict management process. Personal information may include name(s) of complainant(s) and respondent(s), contact information, employee personnel information, employee identification number, biographical information, employment equity information, medical information, physical attributes, opinions and views of, or about, individuals, and date and nature of the alleged harassment.
Class of Individuals: Employees, governors, recipients of IDRC funding and their organization staff members, individuals who come into contact with IDRC projects
Purpose: Information is used to investigate and resolve complaints pertaining to sexual exploitation, abuse and harassment (SEAH) in accordance with the institution’s PSEAH Policy and to determine any appropriate action resulting from the complaint, including discipline. For most government institutions, personal information is collected under the authority of the Public Service Staff Relations Act. The information is collected under the following legal authority: Canadian Human Rights Act (RSC , 1985, c. H-6); Public Servants Disclosure Protection Act (S.C. 2005, c. 46), s.10; International Development Research Centre Act (R.S.C., 1985, c. I-19), s.2(j); Financial Administration Act (R.S.C., 1985, c. F-11), s.131(1)(b); Privacy Act (R.S.C., 1985, c. P-21), s.29; Conflict of Interest Act, SC 2006, c 9, s 2,; Canada Labour Code (R.S.C., 1985, c. L-2)
Consistent Uses: Complaint allegations and outcome of the case will be disclosed to both the complainant (where the complainant has provided personal information) and the respondent, in accordance with the principles of procedural fairness. If the complaint is founded, complainants may be informed verbally whether corrective or disciplinary measures will be taken as a result of their complaint. With consent, information may be shared with legal counsel if the complaint is pursued at a tribunal or in the courts. Where applicable, information may be disclosed to security officials of the institution (refer to Security Incidents and Privacy Breaches - PSU 939). Depending on the nature of the reported incident, allegation, concern and or/suspicion of SEAH, reports may be investigated internally, or external investigative expertise may be secured. Reports may be referred to local authorities or relevant law enforcement agencies where appropriate or as required by law. When a disciplinary action results from an investigation, information may be shared with/described in Standard Personal Information Bank Discipline - PSE 911.
Retention and Disposal Standards: For Ottawa-hired staff, information will be retained for three years after the date of resolution, except where retention is specified by agreement; 12 years after case close for negotiations. Once the retention period has expired, the information will be destroyed.
RDA Number: 2012/004
TBS Registration Number: 20250018
Related Record Number: IDRC SFGRD 001
Bank Number: IDRC PPU 100
Global Health
The Global Health program strengthens health systems and policies so they can deliver better maternal and child health, improved sexual and reproductive health and rights for women and girls, and more effective and equitable preparedness and responses to epidemics.
Description: Includes information related to delivering evidence-based innovations and solutions in agriculture, climate change, and health
Document Types: Prospectuses, workplans, budgets (including travel budgets), risk assessments, project evaluations, progress reports, trip reports, project approval documents, agreements, reports to the Board of Governors, newsletters, publications, brochures, processes, applications, evaluation criteria, institutional files, supporting documents, external reviews, documents related to workshops, contact information, project outputs, articles, communications materials.
Disclosure Summary: No such disclosure has occurred.
Record Number: IDRC PB 020
- Program and Grant Project Administration Class of Record
Description: Documentation and records maintained by IDRC to support the administration of programs and grant projects. These records include information related to program oversight, financial management, project submissions, reporting, and compliance.
Document Types: Documents related to the establishment, mandate, and strategic planning of programs, strategic planning reports, vision statements, budget worksheets and narratives, financial reports, expenditure tracking, banking forms, cost recoveries, grants, contributions, financial risk management, grant applications, submission records, assessments, grant agreements, funding approvals, business cases, project briefs, program expenditure and authority documents, performance reviews and benchmarks, compliance reviews, policy manuals, procedure manuals, meeting agendas and minutes, stakeholder engagement records, internal audit reports, risk assessments, fiscal year reports.
Record Number: IDRC PPM 420
- Safeguarding Class of Record
Description: Includes records related to complaints of sexual exploitation, abuse and harassment (SEAH) and broader violence that are part of IDRC’s safeguarding mandate. Safeguarding includes allegations of and investigations about sexual exploitation, abuse and harassment and broader violence related to IDRC’s projects and programs.
Records may include information related to adjudication and unfair labour practice complaints, discipline, demotion and termination, legal advice, preparation of legal documents, and litigation services. May also include information related to IDRC staff members, grantee organizations and contractors (e.g. company profiles, résumés, work experience, previous contracts completed, and clients). These records also include information related to the proactive disclosure of relevant contracts for goods and services. Includes records related to formal and informal training received by employees to develop their knowledge, skills and competencies, maximize their potential and increase their productivity. Records may include information related to special development programs, training requirements, professional development, leadership development programs, learning and training policies, monitoring and reporting requirements, continuous learning and career counselling. May also include records related to liaison with training providers.
Document Types: Essential services agreements, grievance and conflict-resolution procedures, copies of relevant acts and regulations, settlement documentation, investigation reports, documentation of adjudication hearings (e.g. legal documents, subpoenas, proceedings, records of decisions, witness statements), institutional codes of conduct and discipline, Standard Operating Procedures and guidelines, dispute-resolution evaluation reports, workplace assessment reports, medical records, mediation agreements, records of institutional Labour-Management Consultation Committees, copies of decisions of the Public Service Labour Relations Board, correspondence (emails, text messages, other), interview questions, interview transcripts, investigative reports, statements of work, RFPs, distribution lists, solicitation or tender documents, invoices, standing offers, job descriptions, access pass and related log books, video footage.
Record Number: IDRC SFGRD 001
- Personal Information Bank - Safeguarding
Description: This bank describes personal information related to complaints of sexual exploitation, abuse and harassment (SEAH) that are part of IDRC’s Safeguarding mandate. In addition to the formal process, this bank also describes personal information related to any informal conflict management process. Personal information may include name(s) of complainant(s) and respondent(s), contact information, employee personnel information, employee identification number, biographical information, employment equity information, medical information, physical attributes, opinions and views of, or about, individuals, and date and nature of the alleged harassment.
Class of Individuals: Employees, governors, recipients of IDRC funding and their organization staff members, individuals who come into contact with IDRC projects
Purpose: Information is used to investigate and resolve complaints pertaining to sexual exploitation, abuse and harassment (SEAH) in accordance with the institution’s PSEAH Policy and to determine any appropriate action resulting from the complaint, including discipline. For most government institutions, personal information is collected under the authority of the Public Service Staff Relations Act. The information is collected under the following legal authority: Canadian Human Rights Act (RSC , 1985, c. H-6); Public Servants Disclosure Protection Act (S.C. 2005, c. 46), s.10; International Development Research Centre Act (R.S.C., 1985, c. I-19), s.2(j); Financial Administration Act (R.S.C., 1985, c. F-11), s.131(1)(b); Privacy Act (R.S.C., 1985, c. P-21), s.29; Conflict of Interest Act, SC 2006, c 9, s 2,; Canada Labour Code (R.S.C., 1985, c. L-2)
Consistent Uses: Complaint allegations and outcome of the case will be disclosed to both the complainant (where the complainant has provided personal information) and the respondent, in accordance with the principles of procedural fairness. If the complaint is founded, complainants may be informed verbally whether corrective or disciplinary measures will be taken as a result of their complaint. With consent, information may be shared with legal counsel if the complaint is pursued at a tribunal or in the courts. Where applicable, information may be disclosed to security officials of the institution (refer to Security Incidents and Privacy Breaches - PSU 939). Depending on the nature of the reported incident, allegation, concern and or/suspicion of SEAH, reports may be investigated internally, or external investigative expertise may be secured. Reports may be referred to local authorities or relevant law enforcement agencies where appropriate or as required by law. When a disciplinary action results from an investigation, information may be shared with/described in Standard Personal Information Bank Discipline - PSE 911.
Retention and Disposal Standards: For Ottawa-hired staff, information will be retained for three years after the date of resolution, except where retention is specified by agreement; 12 years after case close for negotiations. Once the retention period has expired, the information will be destroyed.
RDA Number: 2012/004
TBS Registration Number: 20250018
Related Record Number: IDRC SFGRD 001
Bank Number: IDRC PPU 100
Education and Science
The Education and Science program supports research to ensure children and youth from vulnerable populations are in school and benefit from high-quality education. It also support women’s leadership in strong science systems that produce knowledge and innovation, and improve lives.
Description: Includes information related to supporting solutions, leaders, and networks to leverage science and advanced technologies, and to drive innovation and sustainable growth in developing countries.
Document Types: Prospectuses, workplans, budgets (including travel budgets), risk assessments, project evaluations, progress reports, trip reports, project approval documents, agreements, reports to the Board of Governors, newsletters, publications, brochures, processes, applications, evaluation criteria, institutional files, supporting documents, external reviews, documents related to workshops, contact information, project outputs, articles, communications materials.
Disclosure Summary: No such disclosure has occurred.
Record Number: IDRC PB 050
- Program and Grant Project Administration Class of Record
Description: Documentation and records maintained by IDRC to support the administration of programs and grant projects. These records include information related to program oversight, financial management, project submissions, reporting, and compliance.
Document Types: Documents related to the establishment, mandate, and strategic planning of programs, strategic planning reports, vision statements, budget worksheets and narratives, financial reports, expenditure tracking, banking forms, cost recoveries, grants, contributions, financial risk management, grant applications, submission records, assessments, grant agreements, funding approvals, business cases, project briefs, program expenditure and authority documents, performance reviews and benchmarks, compliance reviews, policy manuals, procedure manuals, meeting agendas and minutes, stakeholder engagement records, internal audit reports, risk assessments, fiscal year reports.
Record Number: IDRC PPM 420
- Safeguarding Class of Record
Description: Includes records related to complaints of sexual exploitation, abuse and harassment (SEAH) and broader violence that are part of IDRC’s safeguarding mandate. Safeguarding includes allegations of and investigations about sexual exploitation, abuse and harassment and broader violence related to IDRC’s projects and programs.
Records may include information related to adjudication and unfair labour practice complaints, discipline, demotion and termination, legal advice, preparation of legal documents, and litigation services. May also include information related to IDRC staff members, grantee organizations and contractors (e.g. company profiles, résumés, work experience, previous contracts completed, and clients). These records also include information related to the proactive disclosure of relevant contracts for goods and services. Includes records related to formal and informal training received by employees to develop their knowledge, skills and competencies, maximize their potential and increase their productivity. Records may include information related to special development programs, training requirements, professional development, leadership development programs, learning and training policies, monitoring and reporting requirements, continuous learning and career counselling. May also include records related to liaison with training providers.
Document Types: Essential services agreements, grievance and conflict-resolution procedures, copies of relevant acts and regulations, settlement documentation, investigation reports, documentation of adjudication hearings (e.g. legal documents, subpoenas, proceedings, records of decisions, witness statements), institutional codes of conduct and discipline, Standard Operating Procedures and guidelines, dispute-resolution evaluation reports, workplace assessment reports, medical records, mediation agreements, records of institutional Labour-Management Consultation Committees, copies of decisions of the Public Service Labour Relations Board, correspondence (emails, text messages, other), interview questions, interview transcripts, investigative reports, statements of work, RFPs, distribution lists, solicitation or tender documents, invoices, standing offers, job descriptions, access pass and related log books, video footage.
Record Number: IDRC SFGRD 001
- Personal Information Bank - Safeguarding
Description: This bank describes personal information related to complaints of sexual exploitation, abuse and harassment (SEAH) that are part of IDRC’s Safeguarding mandate. In addition to the formal process, this bank also describes personal information related to any informal conflict management process. Personal information may include name(s) of complainant(s) and respondent(s), contact information, employee personnel information, employee identification number, biographical information, employment equity information, medical information, physical attributes, opinions and views of, or about, individuals, and date and nature of the alleged harassment.
Class of Individuals: Employees, governors, recipients of IDRC funding and their organization staff members, individuals who come into contact with IDRC projects
Purpose: Information is used to investigate and resolve complaints pertaining to sexual exploitation, abuse and harassment (SEAH) in accordance with the institution’s PSEAH Policy and to determine any appropriate action resulting from the complaint, including discipline. For most government institutions, personal information is collected under the authority of the Public Service Staff Relations Act. The information is collected under the following legal authority: Canadian Human Rights Act (RSC , 1985, c. H-6); Public Servants Disclosure Protection Act (S.C. 2005, c. 46), s.10; International Development Research Centre Act (R.S.C., 1985, c. I-19), s.2(j); Financial Administration Act (R.S.C., 1985, c. F-11), s.131(1)(b); Privacy Act (R.S.C., 1985, c. P-21), s.29; Conflict of Interest Act, SC 2006, c 9, s 2,; Canada Labour Code (R.S.C., 1985, c. L-2)
Consistent Uses: Complaint allegations and outcome of the case will be disclosed to both the complainant (where the complainant has provided personal information) and the respondent, in accordance with the principles of procedural fairness. If the complaint is founded, complainants may be informed verbally whether corrective or disciplinary measures will be taken as a result of their complaint. With consent, information may be shared with legal counsel if the complaint is pursued at a tribunal or in the courts. Where applicable, information may be disclosed to security officials of the institution (refer to Security Incidents and Privacy Breaches - PSU 939). Depending on the nature of the reported incident, allegation, concern and or/suspicion of SEAH, reports may be investigated internally, or external investigative expertise may be secured. Reports may be referred to local authorities or relevant law enforcement agencies where appropriate or as required by law. When a disciplinary action results from an investigation, information may be shared with/described in Standard Personal Information Bank Discipline - PSE 911.
Retention and Disposal Standards: For Ottawa-hired staff, information will be retained for three years after the date of resolution, except where retention is specified by agreement; 12 years after case close for negotiations. Once the retention period has expired, the information will be destroyed.
RDA Number: 2012/004
TBS Registration Number: 20250018
Related Record Number: IDRC SFGRD 001
Bank Number: IDRC PPU 100
Democratic and Inclusive Governance
The goal of the Democratic and Inclusive Governance program is to invest in research and innovation so that people around the world can enjoy the benefits that democracy and inclusive governance bring to everyday life.
Description: Includes information related to securing the future of children and youth, stimulating sustainable economic growth, advancing gender equality, and helping to strengthen governance institutions and practices.
Document Types: Prospectuses, workplans, budgets (including travel budgets), risk assessments, project evaluations, progress reports, trip reports, project approval documents, agreements, reports to the Board of Governors, newsletters, publications, brochures, processes, applications, evaluation criteria, institutional files, supporting documents, external reviews, documents related to workshops, contact information, project outputs, articles, communications materials.
Disclosure Summary: No such disclosure has occurred.
Record Number: IDRC PB 025
- Program and Grant Project Administration Class of Record
Description: Documentation and records maintained by IDRC to support the administration of programs and grant projects. These records include information related to program oversight, financial management, project submissions, reporting, and compliance.
Document Types: Documents related to the establishment, mandate, and strategic planning of programs, strategic planning reports, vision statements, budget worksheets and narratives, financial reports, expenditure tracking, banking forms, cost recoveries, grants, contributions, financial risk management, grant applications, submission records, assessments, grant agreements, funding approvals, business cases, project briefs, program expenditure and authority documents, performance reviews and benchmarks, compliance reviews, policy manuals, procedure manuals, meeting agendas and minutes, stakeholder engagement records, internal audit reports, risk assessments, fiscal year reports.
Record Number: IDRC PPM 420
- Safeguarding Class of Record
Description: Includes records related to complaints of sexual exploitation, abuse and harassment (SEAH) and broader violence that are part of IDRC’s safeguarding mandate. Safeguarding includes allegations of and investigations about sexual exploitation, abuse and harassment and broader violence related to IDRC’s projects and programs.
Records may include information related to adjudication and unfair labour practice complaints, discipline, demotion and termination, legal advice, preparation of legal documents, and litigation services. May also include information related to IDRC staff members, grantee organizations and contractors (e.g. company profiles, résumés, work experience, previous contracts completed, and clients). These records also include information related to the proactive disclosure of relevant contracts for goods and services. Includes records related to formal and informal training received by employees to develop their knowledge, skills and competencies, maximize their potential and increase their productivity. Records may include information related to special development programs, training requirements, professional development, leadership development programs, learning and training policies, monitoring and reporting requirements, continuous learning and career counselling. May also include records related to liaison with training providers.
Document Types: Essential services agreements, grievance and conflict-resolution procedures, copies of relevant acts and regulations, settlement documentation, investigation reports, documentation of adjudication hearings (e.g. legal documents, subpoenas, proceedings, records of decisions, witness statements), institutional codes of conduct and discipline, Standard Operating Procedures and guidelines, dispute-resolution evaluation reports, workplace assessment reports, medical records, mediation agreements, records of institutional Labour-Management Consultation Committees, copies of decisions of the Public Service Labour Relations Board, correspondence (emails, text messages, other), interview questions, interview transcripts, investigative reports, statements of work, RFPs, distribution lists, solicitation or tender documents, invoices, standing offers, job descriptions, access pass and related log books, video footage.
Record Number: IDRC SFGRD 001
- Personal Information Bank - Safeguarding
Description: This bank describes personal information related to complaints of sexual exploitation, abuse and harassment (SEAH) that are part of IDRC’s Safeguarding mandate. In addition to the formal process, this bank also describes personal information related to any informal conflict management process. Personal information may include name(s) of complainant(s) and respondent(s), contact information, employee personnel information, employee identification number, biographical information, employment equity information, medical information, physical attributes, opinions and views of, or about, individuals, and date and nature of the alleged harassment.
Class of Individuals: Employees, governors, recipients of IDRC funding and their organization staff members, individuals who come into contact with IDRC projects
Purpose: Information is used to investigate and resolve complaints pertaining to sexual exploitation, abuse and harassment (SEAH) in accordance with the institution’s PSEAH Policy and to determine any appropriate action resulting from the complaint, including discipline. For most government institutions, personal information is collected under the authority of the Public Service Staff Relations Act. The information is collected under the following legal authority: Canadian Human Rights Act (RSC , 1985, c. H-6); Public Servants Disclosure Protection Act (S.C. 2005, c. 46), s.10; International Development Research Centre Act (R.S.C., 1985, c. I-19), s.2(j); Financial Administration Act (R.S.C., 1985, c. F-11), s.131(1)(b); Privacy Act (R.S.C., 1985, c. P-21), s.29; Conflict of Interest Act, SC 2006, c 9, s 2,; Canada Labour Code (R.S.C., 1985, c. L-2)
Consistent Uses: Complaint allegations and outcome of the case will be disclosed to both the complainant (where the complainant has provided personal information) and the respondent, in accordance with the principles of procedural fairness. If the complaint is founded, complainants may be informed verbally whether corrective or disciplinary measures will be taken as a result of their complaint. With consent, information may be shared with legal counsel if the complaint is pursued at a tribunal or in the courts. Where applicable, information may be disclosed to security officials of the institution (refer to Security Incidents and Privacy Breaches - PSU 939). Depending on the nature of the reported incident, allegation, concern and or/suspicion of SEAH, reports may be investigated internally, or external investigative expertise may be secured. Reports may be referred to local authorities or relevant law enforcement agencies where appropriate or as required by law. When a disciplinary action results from an investigation, information may be shared with/described in Standard Personal Information Bank Discipline - PSE 911.
Retention and Disposal Standards: For Ottawa-hired staff, information will be retained for three years after the date of resolution, except where retention is specified by agreement; 12 years after case close for negotiations. Once the retention period has expired, the information will be destroyed.
RDA Number: 2012/004
TBS Registration Number: 20250018
Related Record Number: IDRC SFGRD 001
Bank Number: IDRC PPU 100
Sustainable Inclusive Economies
The goal of the Sustainable Inclusive Economies program is to build the evidence base to support sustainable development that reduces greenhouse gas emissions. This program enhances climate resiliency, fosters shared prosperity, and expands economic opportunities for women and youth in developing countries.
Description: Includes information related to securing the future of children and youth, stimulating sustainable economic growth, advancing gender equality, and helping to strengthen governance institutions and practices.
Document Types: Prospectuses, workplans, budgets (including travel budgets), risk assessments, project evaluations, progress reports, trip reports, project approval documents, agreements, reports to the Board of Governors, newsletters, publications, brochures, processes, applications, evaluation criteria, institutional files, supporting documents, external reviews, documents related to workshops, contact information, project outputs, articles, communications materials.
Disclosure Summary: No such disclosure has occurred.
Record Number: IDRC PB 025
- Program and Grant Project Administration Class of Record
Description: Documentation and records maintained by IDRC to support the administration of programs and grant projects. These records include information related to program oversight, financial management, project submissions, reporting, and compliance.
Document Types: Documents related to the establishment, mandate, and strategic planning of programs, strategic planning reports, vision statements, budget worksheets and narratives, financial reports, expenditure tracking, banking forms, cost recoveries, grants, contributions, financial risk management, grant applications, submission records, assessments, grant agreements, funding approvals, business cases, project briefs, program expenditure and authority documents, performance reviews and benchmarks, compliance reviews, policy manuals, procedure manuals, meeting agendas and minutes, stakeholder engagement records, internal audit reports, risk assessments, fiscal year reports.
Record Number: IDRC PPM 420
- Safeguarding Class of Record
Description: Includes records related to complaints of sexual exploitation, abuse and harassment (SEAH) and broader violence that are part of IDRC’s safeguarding mandate. Safeguarding includes allegations of and investigations about sexual exploitation, abuse and harassment and broader violence related to IDRC’s projects and programs.
Records may include information related to adjudication and unfair labour practice complaints, discipline, demotion and termination, legal advice, preparation of legal documents, and litigation services. May also include information related to IDRC staff members, grantee organizations and contractors (e.g. company profiles, résumés, work experience, previous contracts completed, and clients). These records also include information related to the proactive disclosure of relevant contracts for goods and services. Includes records related to formal and informal training received by employees to develop their knowledge, skills and competencies, maximize their potential and increase their productivity. Records may include information related to special development programs, training requirements, professional development, leadership development programs, learning and training policies, monitoring and reporting requirements, continuous learning and career counselling. May also include records related to liaison with training providers.
Document Types: Essential services agreements, grievance and conflict-resolution procedures, copies of relevant acts and regulations, settlement documentation, investigation reports, documentation of adjudication hearings (e.g. legal documents, subpoenas, proceedings, records of decisions, witness statements), institutional codes of conduct and discipline, Standard Operating Procedures and guidelines, dispute-resolution evaluation reports, workplace assessment reports, medical records, mediation agreements, records of institutional Labour-Management Consultation Committees, copies of decisions of the Public Service Labour Relations Board, correspondence (emails, text messages, other), interview questions, interview transcripts, investigative reports, statements of work, RFPs, distribution lists, solicitation or tender documents, invoices, standing offers, job descriptions, access pass and related log books, video footage.
Record Number: IDRC SFGRD 001
- Personal Information Bank - Safeguarding
Description: This bank describes personal information related to complaints of sexual exploitation, abuse and harassment (SEAH) that are part of IDRC’s Safeguarding mandate. In addition to the formal process, this bank also describes personal information related to any informal conflict management process. Personal information may include name(s) of complainant(s) and respondent(s), contact information, employee personnel information, employee identification number, biographical information, employment equity information, medical information, physical attributes, opinions and views of, or about, individuals, and date and nature of the alleged harassment.
Class of Individuals: Employees, governors, recipients of IDRC funding and their organization staff members, individuals who come into contact with IDRC projects
Purpose: Information is used to investigate and resolve complaints pertaining to sexual exploitation, abuse and harassment (SEAH) in accordance with the institution’s PSEAH Policy and to determine any appropriate action resulting from the complaint, including discipline. For most government institutions, personal information is collected under the authority of the Public Service Staff Relations Act. The information is collected under the following legal authority: Canadian Human Rights Act (RSC , 1985, c. H-6); Public Servants Disclosure Protection Act (S.C. 2005, c. 46), s.10; International Development Research Centre Act (R.S.C., 1985, c. I-19), s.2(j); Financial Administration Act (R.S.C., 1985, c. F-11), s.131(1)(b); Privacy Act (R.S.C., 1985, c. P-21), s.29; Conflict of Interest Act, SC 2006, c 9, s 2,; Canada Labour Code (R.S.C., 1985, c. L-2)
Consistent Uses: Complaint allegations and outcome of the case will be disclosed to both the complainant (where the complainant has provided personal information) and the respondent, in accordance with the principles of procedural fairness. If the complaint is founded, complainants may be informed verbally whether corrective or disciplinary measures will be taken as a result of their complaint. With consent, information may be shared with legal counsel if the complaint is pursued at a tribunal or in the courts. Where applicable, information may be disclosed to security officials of the institution (refer to Security Incidents and Privacy Breaches - PSU 939). Depending on the nature of the reported incident, allegation, concern and or/suspicion of SEAH, reports may be investigated internally, or external investigative expertise may be secured. Reports may be referred to local authorities or relevant law enforcement agencies where appropriate or as required by law. When a disciplinary action results from an investigation, information may be shared with/described in Standard Personal Information Bank Discipline - PSE 911.
Retention and Disposal Standards: For Ottawa-hired staff, information will be retained for three years after the date of resolution, except where retention is specified by agreement; 12 years after case close for negotiations. Once the retention period has expired, the information will be destroyed.
RDA Number: 2012/004
TBS Registration Number: 20250018
Related Record Number: IDRC SFGRD 001
Bank Number: IDRC PPU 100
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, material services, procurement 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.
Procurement Services
Procurement 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.
Procurement and Contracting Class of Record
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.
Communications Class of Record
Budget and Financial Management Services
Budget and 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.
Financial Management Class of Record
- Accounts Payable Personal Information Bank
- Accounts Receivable Personal Information Bank
- Acquisition Cards Personal Information Bank
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.
Awards (Pride and Recognition) Class of Record
Classification of Positions Class of Record
Compensation and Benefits Class of Record
Employment Equity and Diversity Class of Record
Human Resources Planning Class of Record
Labour Relations Class of Record
- Canadian Human Rights Act – Complaints Personal Information Bank
- Discipline Personal Information Bank
- Grievances Personal Information Bank
- Harassment Personal Information Bank
- Disclosure of Wrongdoing in the Workplace Personal Information Bank
- Values and Ethics Codes for the Public Sector and Organizational Code(s) of Conduct
Occupational Health and Safety Class of Record
- Employee Assistance Personal Information Bank
- Harassment Personal Information Bank
- Occupational Health and Safety Personal Information Bank
- Vehicle, Ship, Boat and Aircraft Accidents Personal Information Bank
Official Languages Class of Record
Performance Management Reviews Class of Record
AI-Enhanced Performance Management Records – Betterworks (Institution-Specific Class of Record)
Description: This class documents the use of artificial intelligence (AI) tools integrated within the Betterworks performance management system to support employee feedback and growth check-in conversations, goal tracking and feedback generation.
It includes records generated, processed, or influenced by AI algorithms, as well as metadata, audit trails, and governance documentation related to the use of these tools. Records may include AI-generated performance insights, automated feedback summaries and goal progress comments, algorithmic decision-making logs and model outputs, training data sources and model documentation, bias and fairness audits, consent and privacy compliance records, system configuration and versioning logs, employee communications related to AI-generated feedback and governance and ethical review documentation.
Document Types: AI tool integration guides (e.g., Betterworks AI module setup), system architecture diagrams, version control logs for AI components, API documentation for data exchange between Betterworks and other systems, model training data descriptions, algorithm specifications and logic, model validation and testing reports, bias and fairness audit reports, change logs for model updates, AI-generated performance summaries, sentiment analysis reports from feedback, goal achievement forecasts, automated feedback suggestions, HR or manager review notes on AI outputs, dispute resolution records related to AI assessments, ethnical review board approvals or assessments, privacy impact assessments, consent form for AI-based evaluations, records of employee notification, legal counsel reviews of AI tool usage, internal memos or emails about AI tool deployment, training materials for staff on AI-enhanced performance management, FAQ’s or guidance documents for employees, feedback from employees on AI-generated evaluations, incident reports (errors, etc.), internal policies on AI use in HR and/or at IDRC, strategic plans for AI integration in performance managements and risk assessments and mitigation plans.
Record Number: IDRC MGMT 100
- Betterworks AI-Enhanced Performance Management Personal Information Bank (Institution-Specific)
Description: This bank contains personal information used to support employee performance management through AI-enhanced tools within the Betterworks Performance Management software platform. The system leverages artificial intelligence to assist with goal setting, feedback generation, performance review summaries, and conversation support. AI tools may analyze historical performance data, feedback trends, and goal progress to provide insights and recommendations to managers and employees. Types of personal information can include: employee name and professional contact information, job title and organizational rol, performance review data (ratings, comments, feedback), goal-setting records and progress updates, AI-generated summaries and recommendations, interaction logs with AI tools (e.g., Goal Assist, Feedback Summary Assist), managerial notes and evaluation history.
Class of Individuals: IDRC employees
Purpose: To enhance the accuracy, fairness, and efficiency of performance management processes using AI tools, while reducing bias and administrative burden. The system supports continuous feedback and development aligned with organizational goals.
Consistent Uses: Used by employees to track goals and receive feedback from mangers and supervisors; used by HR personnel and managers for performance planning and review; used to generate analytics and reports for workforce development; may be used to support employee training and coaching initiatives; may be used to assess fairness and effectiveness of performance management processes.
Retention and Disposal Standards: For Ottawa-hired staff, records are kept for five years after the last administrative action except language testing and recognition, which are kept for five years after employee termination date. Once retention period has expired, records are destroyed. For Locally Engaged Staff, records are kept for five years after last administrative action except recognition, which are kept for two years after employee termination date. One year after employee termination date, records are sent to Head Office in Ottawa. Once retention period has expired, records are destroyed.
RDA Number: 2012/004
TBS Registration Number: 20250154
Related Record Number:
PRN 919 Classification of Positions
PRN 914 Compensation and Benefits
PRN 942 Employment Equity and Diversity
PRN 949 Human Resources Planning
PRN 922 Occupational Health and Safety
PRN 946 Performance Management Reviews
PRN 927 Training and Development
IDRC MGMT 100 - AI-Enhanced Performance Management Records – Betterworks
Bank Number: IDRC PPE 005
Recruitment and Staffing Class of Record
- Applications for Employment Personal Information Bank
- Employee Personnel Record Personal Information Bank
- Personnel Security Screening Personal Information Bank
- Staffing Personal Information Bank
- Values and Ethics Codes for the Public Sector and Organizational Code(s) of Conduct Personal Information Bank
Training and Development Class of Record
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.
Access to Information and Privacy Class of Record
Information Management Class of Record
Digital Solutions and Information Governance Services
Digital solutions and information governance services involve activities undertaken to achieve efficient and effective use of information technology to support government priorities and program delivery, to increase productivity, and to enhance services to the public.
Information Technology Class of Record
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.
Legal Services Class of Record
Administrative Services
Administrative 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.
Administrative Services Class of Record
Cooperation and Liaison Class of Record
Executive Services Class of Record
- Executive Correspondence Personal Information Bank
- Evaluation Personal Information Bank
- Internal Audit Personal Information Bank
Internal Audit and Evaluation Class of Record
Planning and Reporting Class of Record
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.
Real Property Management Class of Record
Security Services
Security Services includes activities that involve the implementation of safeguards to protect employees, preserving the confidentiality, integrity, availability and value of assets, and assuring the continued delivery of services from accidental or intentional damage or from unauthorized access.
- Security Incidents and Privacy Breaches Personal Information Bank
- Personnel Security Screening Personal Information Bank
- Physical Access Controls Personal Information Bank
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.
Administrative Services Class of Record
Boards, Committees and Council Class of Record
- Governor in Council Appointments Personal Information Bank
- Members of Boards, Committees and Councils Personal Information Bank
Business Continuity Planning Class of Record
Disclosure to Investigative Bodies Class of Record
Proactive Disclosure Class of Record
Manuals
- Grant Administration Procedures Manual
- Grants and Project Management (GPM) User Guide
- IDRC Funding Guides and Forms
- Systems and Scholarly Resources
- Resources for IDRC Grantees
- Policies and Help Guides
- Management Policy Manuals
Additional information
For general information about making a request for access to information or personal information, see Make an access to information or personal information request.
To make a request for information under the Access to Information Act or the Privacy Act by mail, mail your letter or completed Access to Information Request Form (Access to Information Act) or Personal Information Request Form (Privacy Act), along with any necessary documents (such as consent or the $5 application fee for a request under the Access to Information Act), to the following address:
Lianne Lahaie
Legal and Access to Information and Privacy (ATIP) Coordinator
Office of the Secretary and General Counsel
International Development Research Centre
45 O’Connor Street, Ottawa, Canada
PO Box 8500 Ottawa, Ontario, Canada K1G 3H9
In accordance with the Access to Information Act and the Privacy Act, an area on the premises will be made available to review original materials on site if that is the applicant’s preference (and it is practical to do so), or if it is not practical to create copies of the material.
Please note: Each request made to IDRC under the Access to Information Act must be accompanied by an application fee of $5. For requests made online, this is paid at the time of application via credit card. For requests made by mail, this should be paid by enclosing cheque or money order made payable to IDRC.
The Government of Canada encourages the release of information through requests outside of the formal request processes. To make an informal request, contact:
Lianne Lahaie
Legal and Access to Information and Privacy (ATIP) Coordinator
Office of the Secretary and General Counsel
International Development Research Centre
45 O’Connor Street, Ottawa, Canada
PO Box 8500 Ottawa, Ontario, Canada K1G 3H9
You may also wish to search summaries of completed access to information requests for which IDRC has already provided responses - Summary of Completed Access to Information Requests - as this information may be more easily obtained.
Please visit IDRC’s Access to Information and Privacy website for additional information, including the following:
For additional information about the programs and activities of the International Development Research Centre:
Website
Contact Information