Standards for the Conduct of Government of Canada Public Opinion Research—Online Surveys

1.1. Introduction

1.2. Technical specifications of the research

2.1. General

1. Survey questionnaires must be designed:
   1. To collect only the information relevant to the stated research objectives of the study.
   2. To minimize respondent burden while maximizing data value and utility.
   3. To be completed in an average duration of 15 minutes. If supported by a strong rationale, an exception to the duration limit could include projects with specialized audiences where the respondent is aware the survey will take longer than 15 minutes.
2. The technical design of online questionnaires should facilitate respondent participation and minimize the potential for mode effects by optimizing the presentation and functionality of questions for a range of devices, including computer (desktop or laptop), tablet and smartphone. Accordingly:
   1. Alternative approaches that should be considered when designing online questionnaires include the following:
      1. Mobile-first, which uses a mobile-friendly design for all devices, large and small, by optimizing the questionnaire design for the smallest screen (smartphones).
      2. Responsive design, which optimizes question design and layout for each screen size across the range of devices to achieve the best design for each. This option may lead to different designs and layouts across devices.
      3. Combination, which uses a mobile-first design for some questions and responsive design for others, to balance the dual objectives of facilitating respondent participation and minimizing potential mode effects.
   2. “Mobile-friendly” questionnaire design practices should be implemented when possible, for example by:
      1. Avoiding the need for horizontal scrolling.
      2. Minimizing visual clutter.
      3. Minimizing images and other high-bandwidth requirements.
      4. Using short questions and limiting the number of response options.
      5. Avoiding complex interactive elements such as sliding scales or drag-and-drop.
      6. Allocating sufficient space for touch selection of response options.
      7. Limiting the need for respondents to type or enter text.
      8. Using page breaks wisely.
   3. Researchers are required to make online questionnaires accessible for all eligible respondents and facilitate their participation as feasible, using assistive technologies or alternative modes of data collection.

2.2. Questionnaire introductions

1. The following are required elements of all Government of Canada online survey questionnaire introductions:
   1. In accordance with the Official Languages Act and policies, introductions must include an active offer of both official languages (English and French). The language that appears first in the text will depend on the province in which the respondent resides (French for Quebec and English for the rest of Canada), or will be the respondent’s official language of preference when this information is available (for example, in the sample list). The respondent must be able to easily select the other official language, for example by clicking on a clearly labelled link. When relevant to a specific survey, non-official languages may also be offered.
   2. Identify the Government of Canada or the department/agency sponsoring the survey. When there is a strong rationale, the sponsor may be identified at the end of the survey instead of in the introduction (for example, for advertising post-tests).
   3. Inform respondents of the general subject and purpose of the study. The subject and purpose of the study may be expressed in general terms, as long as the wording used cannot be construed as an attempt to misinform respondents. When the researcher makes a convincing case that stating the subject and purpose of the survey at the outset is likely to bias the sample that chooses to participate and/or to bias participants’ responses, these statements may be deferred to the conclusion of the survey.
   4. Offer alternative modes of data collection and/or formats that are available to make the survey accessible to persons with disabilities.
   5. Inform respondents of the expected length of the interview.
   6. Identify the researcher (research firm).
   7. Inform respondents that their participation in the study is voluntary and confidential.
   8. Inform respondents that their responses will remain anonymous. In exceptional cases where the research objectives require that respondent identity be revealed, the informed consent of the respondent must be obtained.
   9. Inform respondents how they can verify the legitimacy of the survey as a research initiative sponsored by the Government of Canada.
   10. Provide respondents with a means to communicate their specific accessibility needs to enable survey participation, for example through an alternative mode of data collection or assistive technology.
2. In addition to other material used to communicate with respondents (for example, invitations), the following introduction could be used for online questionnaires (note that the active offer of both official languages must be included as shown below):

   “The Government of Canada is conducting this research survey on subject. Name of firm has been hired to administer the survey. Si vous préférez répondre au sondage en français, veuillez cliquer sur français [Direct the respondent to the French language version]. The survey takes about ## minutes to complete and your participation is voluntary and confidential. Your answers will remain anonymous and the information you provide will be administered according to the requirements of the Privacy Act, the Access to Information Act, and any other pertinent legislation. Click to view our privacy policy [Add link on the words “our privacy policy”]. Click if you need an alternative means of accessing the survey [Add link on the words “alternative means of accessing the survey”].

   Should you have any questions about the survey please contact the Government of Canada / Department name at Generic email address of departmental client or specific contact.”

2.3. Demographic questions

1. For surveys of the general population, the data from the demographic questions (along with the recording of geographic location) should allow comparison with official Statistics Canada population data for the purpose of non-response analysis and facilitate the comparison of results among Government of Canada public opinion research studies. (See section 13.2.5. for further detail on non-response bias.)
2. The standard set of demographic questions below must be included in all online surveys of the general population, unless a convincing argument is made that the research objectives are better served by excluding one or more of them. This does not preclude the use of additional demographic questions.
3. When surveying business or organizational populations, these standard demographic questions should be included whenever relevant, such as when the unit of analysis is the individual rather than the business or organization.
4. The wording used for each demographic question and its response categories must be as provided below, unless a convincing argument is made that particular research objectives require alternative wording. Note that for certain questions (for example, age, income), the response categories may be further broken down if desired, as long as they can be reconstituted to yield the mandatory categories.
5. For screening purposes, one or more of the demographic questions may be administered near the start of the questionnaire, as required. Prior to administering demographic questions at the end of the questionnaire, respondents should be informed of the purpose of the questions and be reassured that their answers will remain anonymous and confidential.
6. Although the ordering of questions and the preamble wording may be modified, the following demographic questions must be used for online questionnaires:

7. Additional demographic questions may be included when required to satisfy the survey objectives. When an optional demographic question from the list below is included in a survey, the researcher is strongly encouraged to use the exact wording provided for both the question and its response categories, in order to facilitate the cross-comparability of surveys commissioned by the Government of Canada.

2.4. Multi-mode questionnaires

When designing questionnaires for multi-mode surveys, researchers should:

1. Ensure as much comparability as possible in the wording, ordering and presentation of questions and response options across the different survey modes, to facilitate combining and comparing the collected data.
2. Include benchmarking questions for which there are high-quality population data available to facilitate the detection of any mode biases, for example, demographic, behavioural or attitudinal questions that may correlate with key measures in the survey.

4.1. General

1. Researchers must make every reasonable effort to gain, retain and increase public confidence in their own organizations and in public opinion research conducted for the Government of Canada.
2. Researchers must act in a manner that respects survey respondents and ensures their rights are protected as they relate to participation in Government of Canada survey research. Survey participation must take place free of embarrassment and in an environment of trust and goodwill.
3. The researcher must take all reasonable steps to ensure that respondents are not in any way harmed or embarrassed by survey participation, and that they are not in any way adversely affected as a result of it. Researchers must address sensitive subject matter in a way that will minimize discomfort and apprehension for respondents.

4.2. Respondent rights and protections

4.3. Avoiding nuisance or harassment

Researchers must reduce any inconvenience or irritation their invitations (for example, via email or text message) might cause the recipient, by clearly stating its purpose in the first sentence and keeping the total invitation message as brief as possible.

4.4. Privacy issues specific to online survey research

1. Researchers must have a readily accessible policy statement concerning the use of cookies, log files and, if applicable, software. This statement may be either included in their privacy policy or it may appear in a separate document.
2. Software must not be installed on respondents’ computers or other devices without their knowledge or consent, and specific care must be taken to ensure compliance, if relevant, with the Canadian Anti-Spam Legislation subsections 10(4) and 10(5). In addition, respondents must be able to remove the researcher’s software easily from their devices (for example, for Windows users, the software must appear in the Add/Remove Programs folder in their Control Panel).
3. Any links to data protection, privacy policy or cookie policy statements must be provided at the start of the questionnaire.
4. A respondent’s email address or mobile number is personal information and must be protected in the same way as other identifiers.

4.5. Photographs and recordings

Photographs, video and audio recordings collected from survey respondents must be collected, processed and stored as personal data. They can be shared with a client only after respondents give informed consent, with knowledge of the specific purpose for which it will be used and once the data has been stripped of all personally identifiable information (such as through pixelization or voice modification). The client must agree to make no attempt to identify individual identities.

If respondents are asked to make recordings as part of their survey input, they should be given specific limited tasks (for example, taking images of objects) that do not have the potential to capture the personal data of others.

5.1. General

1. Researchers must take special care when collecting survey data from children and young people, and respondents who are otherwise vulnerable. (A "child" is defined as "under the age of 13" and a "young person" as "aged 13-15".) The welfare of children, young people and vulnerable persons must be the researcher’s primary consideration. These respondents must not be disturbed or harmed by the interview experience. Sensitive topics or issues that could upset children and young people (for example, relationships with other children or with parents, sexual activities, use of drugs or alcohol) or vulnerable persons (for example, social embarrassment related to the source of their vulnerability) must be dealt with using special care to minimize any discomfort or apprehension.
2. The protection of children, young people, and vulnerable individuals is of particular concern for online research. These respondents may be familiar with using the Internet, but more prone to disclosing information about themselves or their households without realizing the implications of doing so. Researchers must exercise a greater burden of care to ensure children, young people, and vulnerable individuals are not exploited as a result of their participation in research.
3. All explanations related to data protection, privacy policy, adult consent and other notices must be capable of being understood by children.
4. In addition to these standards, researchers must observe all relevant laws specifically related to children and young people.

5.2. Consent of responsible adult

1. Before conducting a survey with a child or young person under 16, researchers must obtain the consent of a responsible adult (parent or guardian). Sufficient information must be provided to this responsible adult to enable an informed decision about giving such consent. In particular, the researcher must specify the nature of any potentially sensitive questions when seeking parental/guardian consent for the child’s/young person’s participation in the research. The name of the responsible adult giving the consent must be recorded, as well as that person’s relationship to the child/young person.
2. The responsible adult’s consent allows the researcher only to invite the child/young person to participate. The child/young person must be given an opportunity to agree or refuse to take part in the survey. To that end, the researcher must inform the child/young person of the purpose of the research in terms that the person is likely to readily understand.
3. Surveys made openly available on websites must require respondents to give their age before any other information is requested. If the age given is less than 16 years, the child/young person must be excluded from giving further information until the appropriate adult consent has been obtained. Information about how informed consent can be obtained can be provided to the child/young person at that time if their participation is desired.
4. It might be difficult to determine with certainty the age of the respondent and whether or not the consent of a responsible adult is required. The researcher must make every reasonable effort to comply with the rules set out in these standards.
5. When it is not possible to obtain parental/guardian consent (for example, street kids) and the client deems that the benefits of the research will outweigh the possible harm to respondents (for example, youth engaged in risky behaviour), the client may choose to waive the researcher’s responsibility to follow this standard.

5.3. Process for obtaining consent

5.4. Collection of personal information

Personal information relating to other people (for example, parents) must not be collected from children. Consistent with the Privacy Act and the Personal Information Protection and Electronic Documents Act, “personal information” means information about an identifiable individual. The researcher may collect the contact information of a parent or guardian for purposes of obtaining parental consent (see section 5.3.1).

6.1. Collection of email addresses

1. Researchers are prohibited from using any subterfuge in obtaining email addresses of potential respondents, such as using technologies or techniques to collect email addresses without individuals’ awareness, and collecting email addresses under the guise of some other activity.
2. Researchers may collect publicly available email addresses from organizational sources for the purpose of business-to-business research (that is, research directed at private-sector firms, non-profit organizations, agencies of other levels of government, professional associations, etc.), when the research topic can reasonably be deemed relevant to organizational responsibilities.

6.2. Data collection and recruitment techniques

1. Researchers must not make use of surreptitious, misleading or unsolicited data collection or recruitment techniques – including using spambots, spiders, sniffers or other ‘agents’ that collect personal information without the respondent’s explicit awareness.
2. Passive data collection entails the collection of information about survey respondents without their active input.
   1. Passive detection and collection of the browser characteristics and settings, including the type of device a respondent is using, is permitted for the purpose of optimizing application performance and survey rendering.
   2. Researchers must not use passive data collection of personal information, (for example, web use and browsing history, application usage statistics, geolocation, biometric data, social media data, and other data generated by respondents’ mobile devices or computers) during online surveys or for recruitment purposes unless:
      1. Respondents have previously given their informed consent, or
      2. The passive collection of the data is legally permissible, for example according to the Terms of Use of the website, service or application from which the data are sourced.

6.3. Misleading email return addresses

Researchers are prohibited from using false or misleading return email addresses, including spoofing the “from” label of email messages, when recruiting respondents over the Internet.

6.4. Opt-out

A respondent must be able to refuse participation in the survey via a suitable option, and to refuse further contact in connection with the survey.

6.5. Access panel participation frequency

When recruiting respondents to a Government of Canada survey, researchers must ensure that panel members have not participated in any Government of Canada survey as a member of that panel or any other panel, or a survey on a similar subject matter by any data collection mode in the previous 30 days. An exception would be when a study’s research design requires a follow-up survey with respondents, and the respondent has agreed at the time of the initial survey to be re-contacted for that purpose.

6.6. Incentives / honoraria

6.7. Monitoring of online survey fieldwork

1. Each online survey must be closely monitored throughout the fieldwork to ensure that responses are valid, that the survey is administered consistently throughout the data collection period, and that the responses are being recorded accurately.
2. If requested, clients must be provided with interim data tabulation within the first few days and throughout the fieldwork period. Appropriate care must be taken to ensure that no individual can be identified by their responses.

6.8. Detecting and dealing with satisficing

The panel provider shall implement procedures to identify and remove fraudulent and inattentive panel members or respondents, documenting these procedures and actions taken.

6.9. Reminders to non-respondents

1. Where feasible, researchers must remind non-respondents of the invitation to participate in the survey.
2. A maximum of three reminders may be sent.
3. Reminders must not be sent to individuals who have opted out of the survey.
4. When feasible, reminders must not be sent to individuals who have completed the survey, even if the survey was submitted only partially completed.

6.10. Ensure respondents answer a survey only once

Researchers must implement and document their procedures to limit the possibility that an eligible respondent can answer a survey more than once.

6.11. Data storage

Data must be stored according to the requirements described in section 12.

7.1. General

1. Researchers should apply the definitions below when assigning cases to each case category and when calculating outcome rates.
2. Researchers must calculate the response rate/participation rate for online surveys in the manner described below, and include it in the final report that the Government of Canada’s client will submit to Library and Archives Canada, as per the Public Opinion Research Contract Regulations.
3. Monitoring of cases dispositions/reasons for non-response must be carried out on an ongoing basis, throughout the entire field period, and this information must be provided to the client upon request.

7.2. Case category definitions

Online survey cases can be broken down into four broad categories:

Invalid Cases

These can include only clearly invalid cases (for example, invitations mistakenly sent to people who did not qualify for the study, incomplete or missing email addresses in a client-supplied list).

Unresolved (U)

These include all the cases where it cannot be established whether the invitation was sent to an eligible or an ineligible respondent or unit (for example, when email invitations bounce back or remain without an answer before the candidate could be qualified).

In-scope non-responding (IS)

These include all refusals, either implicit or explicit; all non-contacts and early break-offs of known eligible cases; and other eligible non-respondents (due to illness, leave of absence, vacation or other).

Responding units (R)

These include cases who have participated but who were disqualified afterwards (for example, when admissible quotas have been reached). It also includes all completed surveys or partially completed surveys that meet the criteria set by the researcher to be included in the analysis of the data.

Unresolved (U), in-scope (IS), and responding units (R) are all included in the broad category of “potentially eligible” cases. However, invalid cases are not included in the calculation of outcome rates.

7.3. Outcome rates definitions

Researchers must calculate and report the response rate/participation rate as defined below. However, the other rates (cooperation, refusal and contact) are optional; researchers are encouraged to include them in reports when the rates help to understand the causes of low response rates or provide context and insight regarding data quality.

Response Rate/Participation Rate

Total number of responding units divided by the total number of potentially eligible cases (including those whose eligibility could not be determined).

Response Rate/Participation Rate = R/(U + IS + R)

The term “response rate” pertains only to probability sample surveys and censuses, while the term “participation rate” pertains only to non-probability sample surveys.

Cooperation Rate

Total number of responding units divided by the total number of known eligible cases (excluding those whose eligibility could not be determined).

Refusal Rate

Total number of refusals (including break-offs) divided by the total number of potentially eligible cases (including those whose eligibility could not be determined).

Contact Rate

Total number of contacts that were made successfully (regardless of whether or not a contact was made with the targeted respondent, for example, when a family member who does not qualify intercepts the survey invitation) divided by the total number of potentially eligible cases (including those whose eligibility could not be determined).

7.4. Outcome rates for multi-mode surveys

When calculating outcome rates for mixed-mode surveys, researchers should calculate the outcome rate for each mode or stage of sampling, and if feasible and appropriate, calculate a single aggregated outcome rate.

8.1. Developing code frames

1. The initial code list/frame must be developed based on a systematic review of a minimum of 10% of open-ended responses and 50% of partial open-ended responses, where a frame does not already exist. The initial code list/frame must be provided to the client for approval.
2. The researcher must ensure that coders working on the project are fluent in the language of the collected data that they are coding, and provided with instructions and training that must include, as a minimum:
   1. An overview of the project.
   2. Identification of questions or variables to be coded.
   3. The minimum proportion or number of completed questionnaires used to produce code frames.
   4. Where necessary or appropriate, specific segments of the sample to consider when developing code frames (for example, regions, user or non-user).
   5. Guidelines for the inclusion of codes in the code frame (for example, decisions or rules regarding what must be included or excluded from a given code).
   6. Any use to be made of code frames from a previous project or stage.
   7. Any other requirements or special instructions specific to the project.

8.2. Coding procedures

1. Where “don’t know” and “no response” options have been used during data collection, these must remain distinguishable from each other during coding.
2. “Other” or catch-all categories must not exceed 10% of responses to any question.
3. Researchers must ensure that there is a systematic method of verifying the accuracy of coding for a minimum of 10% of questionnaires per project, and that the verification must be undertaken by a second person.

10.1. Inferences and comparisons

Researchers must base statements of comparisons and other statistical conclusions derived from survey data on generally accepted statistical practice.

10.2. Analysis records

Researchers must keep accurate and descriptive records of the analysis process for a minimum of three years, to ensure that any analysis undertaken can be replicated at a later date.

10.3. Data analysis verification

Researchers must establish and follow procedures to verify the tabulations and other outputs to ensure the following:

1. Their completeness, that is, that all tables are present as specified, including the results of all reported significance tests.
2. That abbreviations for headings or open-ended responses accurately reflect the full content.
3. That the base for each table is correct against other tables or frequency counts.
4. That the standard breaks/banner points are checked against source questions.
5. That all derived data items are checked against their source.
6. That the figures for subgroups and nets are correct.
7. That weighting is applied appropriately (for example, by test tables).
8. That frequency counts are run prior to running tables, in order to ensure the accuracy of data and to determine base sizes for subgroups.
9. Spelling and legibility.
10. That any statistical analysis used is appropriate and correct, in both its descriptive and inferential aspects.

11.1. Producing standalone data tables

When data are provided to the client, the following must be included, as appropriate:

1. The source question to which the data pertain.
2. A description of any weighting method applied to the data.
3. Clear identification of any subgroups used.
4. The sample bases for each question (that is, the number of respondents who have actually answered the question).
5. The number or proportion of respondents who replied “don’t know” or gave no answer.
6. Both weighted and unweighted bases.
7. A definition and explanation of all variables used in the analysis of the data, such as any significance testing, indexing, scoring, scaling and calculations of means, medians, modes and standard deviations.
8. The types of statistical tests being used and their level of precision.
9. Information on cell suppression and other measures to assure confidentiality.
10. Warnings on results that may be unreliable because of very small sample sizes.

11.2. Electronic data delivery

Researchers must provide the client with a data file containing individual records in the original language of each interview, which has been checked for the following:

1. Completeness (that is, all records are in the file).
2. Inclusion of all appropriate documentation to allow for replication of the data analysis and additional analyses, including, where applicable:
   1. Labelling of the contents of the file, that is, fully labelled variables and value labels.
   2. Identification and description of any computed or recoded variables, and instructions on limitations of use.
   3. Labelled weighting variables and a description of how these were applied.
   4. All personal identifiers per the Personal Information Protection and Electronic Documents Act have been removed from the files (that is, any information that could identify specific individuals).

11.3. Respondent confidentiality

1. To ensure respondent confidentiality, tabulated data must not show demographic or respondent characteristic categories with a column or row total of fewer than 10 respondents.
2. Particular care must be taken when respondent verbatim statements are included in data files.

12.1. Retention of technical data

Researchers must, for a period of three years, maintain the technical data that are not already included in the final report and provide them to the client, if requested. Technical data to be maintained include:

1. The information pertaining to data processing and analysis, such as:
   1. Raw data files.
   2. Code frames.
   3. Project files, including project management information and survey programming files.
   4. Relevant correspondence.
2. Documentation of all changes must be kept when the format, content or layout of the raw data has been changed in any way, for example through editing, cleaning, or recoding the data.

12.2. Retention of personally identifiable information

After their contract ends, researchers should retain personally identifiable information or data (whether it was provided by the client for sampling or data collection, or collected during the research) for no longer than one year, without a strong rationale agreed to by the client.

12.3. Protection of data / servers

1. Researchers must use up-to-date technologies to protect survey data collected or stored on servers or on portable devices (for example, laptops, USB keys) against illegal or unsanctioned access by third parties (that is, “hacking”). The researcher must also control access to all databases on which any data relating to the survey are stored, so that only individuals with the appropriate security clearance are able to access the database, either by using a password or other form of access control (such as biometric controls).
2. Because some jurisdictions allow their authorities, under certain circumstances, to access all data stored on servers located in that jurisdiction (for example, in the United States under provisions of the Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act, known as the USA Patriot Act: see the Treasury Board Secretariat’s overview), the researcher must protect data against legally sanctioned access by ensuring that all databases containing any information related to the survey be stored on servers and back-up servers located solely in Canada.
   1. If the client has first consented in writing, these servers may be located in another country where:
      1. Equivalent protections are given to personal information as in Canada under legislation such as the Privacy Act, R.S. 1985, c. P-21, and the Personal Information Protection and Electronic Documents Act, S.C. 2000, c. 5, and under any applicable policies of the Government of Canada.
      2. The laws do not allow the government of that country or any other entity or person to seek or obtain the right to view or copy any information relating to the survey without first obtaining the client’s written consent.
   2. In connection with giving consent to locating a server in another country, the client may, at the client’s option, require the researcher to provide a legal opinion (from a lawyer qualified in the foreign country) that the laws in that country meet the requirements of subsection 2) a) above, or may require the researcher to pay for the Government of Canada to obtain such a legal opinion. The Government of Canada has the right to reject any request to store survey data in a country other than Canada if there is any reason to be concerned about the security, privacy, or integrity of the data. The Government of Canada may also require that any data sent or processed outside of Canada be encrypted with Government of Canada-approved cryptography, and that the private key required to decrypt the data be kept in Canada, in accordance with key management and storage processes approved by the Government of Canada.
   3. The researcher must ensure that all servers, including back-up servers, on which any data relating to the survey are stored, be physically and logically independent (meaning there is no direct or indirect connection of any kind) from all other databases, unless those databases are located in Canada (or in another country approved by the client under subsection 2) a)) and otherwise meet the requirements of this section.
   4. The researcher must ensure that all data relating to the survey be processed only in Canada or in another country approved by the client under subsection 2) a).
   5. The researcher must ensure that all domestic network traffic (meaning traffic or transmissions initiated in one part of Canada to a destination or individual located in another part of Canada) be routed exclusively through Canada, unless the client has first consented in writing to an alternative route. The client will consider only requests to route domestic traffic through another country that meets the requirements of subsection 2) a).
3. The researcher must not subcontract (including to an affiliate) any function that involves providing a subcontractor with access to any data relating to the survey unless the client first consents in writing.
4. Protection of data from international surveys: When the target population for a survey comprises individuals residing in a jurisdiction outside Canada, researchers must ensure that data be stored in a manner consistent with the relevant laws of that jurisdiction.
5. Protection against physical damage to servers: Researchers must also put in place measures to ensure the physical security of data and servers.

12.4. Temporary storage of data on servers

If the temporary storage of data collected takes place on a server that is operated by another provider, the researcher must place the provider under the obligation to take the necessary steps to ensure that the requirements described in section 12.3 be met. Temporary storage of the collected data on the server must be terminated at the earliest possible time.

12.5. Transmission of data internationally

Before data are sent over the Internet to another country, researchers must check with competent authorities that the data transfer is permissible. The recipient may need to provide safeguards necessary for the protection of the data and ensure compliance with the requirements described in section 12.3.

12.6. Disclosure of Respondents’ Emails in Batch Transfers

Researchers must have adequate safeguards in place to ensure that when emails are sent in batches, the addresses of the respondents are not revealed.

12.7. In the event of any data breach

In the event of any data breach, the client must be informed immediately, and provided with details about both the nature and the extent of the data breach.

13.1. Regulatory and administrative mandatory requirements

It is a legal requirement for federal institutions to send written reports to Library and Archives Canada (LAC) within six months of the completion of the data collection for all contracted public opinion research.

Pursuant to the collective requirements of the Public Opinion Research Contract Regulations, the Directive on the Management of Communications (Appendix C: Mandatory Procedures for Public Opinion Research), LAC deposit instructions, and PSPC instructions, final reports must be submitted separately in English and French and include the following, at a minimum:

1. On the covering page:
   1. The title of the project.
   2. The name of the research firm that entered into the contract.
   3. The contract number, the contract value, and the award date.
   4. The POR Registration Number.
   5. The delivery date (the date the final version of the report was received by the project authority).
   6. The name of the client department or agency sponsoring the research.
   7. The departmental contact information in the form of a generic email address.
   8. The departmental signature and the Canada wordmark.
   9. For the English report, the statement « Ce rapport est aussi disponible en français. »
   10. For the French report, the statement “This report is also available in English.”
2. Copyright information, including the Government of Canada catalogue number, the International Standard Book Number (ISBN), copyright notice and year of publication, and departmental notice on the rights to reproduce the report.
3. A narrative executive summary, submitted separately in English and French and consisting of, at a minimum:
   1. A statement of the research purpose and objectives.
   2. A summary of key findings, except where the person who entered into the contract is not responsible for the design, development of the methodology and analysis of the research.
   3. A brief description of the methodology used.
   4. A statement as to the extent to which the findings can be extrapolated to a broader audience.
   5. An outline of how the results were used, if possible, and if not, how the information is expected to be used.
   6. A political neutrality certification signed by the research firm.
   7. The contract value of the POR study.
4. Appendices containing:
   1. A full set of tabulated data submitted separately in English and French, which, to ensure respondent confidentiality, must in no case show demographic or respondent characteristic categories with a column or row total of fewer than 10 respondents.
   2. Sample size, sampling procedures and dates of research fieldwork.
   3. A discussion of the potential for bias in the research findings due to sampling errors or non-sampling errors (for example, coverage, non-response).
   4. If applicable, weighting procedures, the confidence interval, and the margin of error.
   5. If applicable, the response rate/participation rate and method of calculation.
   6. The research instruments in all languages and, if applicable, the test material in all languages in which they were used and tested.
   7. All other information about the execution of the fieldwork that would be needed to replicate the research initiative.

13.2. Additional reporting requirements

In addition to the reporting requirements described in section 13.1, the following minimum details must be documented in the project report. These allow the reader to understand how the research project was conducted and the implications of its results.