Requirements for submitting public opinion research final reports

See how federal departments conducting contracted public opinion research must send a written report in French and English to Library and Archives Canada. All reports must be deposited within six months of completing the data collection and include the following information.

Introduction

The Library and Archives of Canada Act requires federal departments entering into a contract for public opinion research to send a written report of the research in both official languages to Library and Archives Canada within six months after the completion of the data collection. The Public Opinion Research Contracting Regulations also require that the person entering into a public opinion research contract consent to the publication by Library and Archives Canada of the public opinion research narrative executive summary in both official languages.

This document will help departments ensure that all the required information is included in their report prior to submitting it to Library and Archives Canada. This includes all requirements in the Public Opinion Research Contracting Regulations, the Directive on the Management of Communications and Library and Archives Canada Reporting Instructions.

I. Overview of the steps: narrative executive summary and final report

The following steps should be followed prior to submitting the narrative executive summary and the final report to Library and Archives Canada.

Step 1: review the narrative executive summary and final report

Standards for the Conduct of Government of Canada Public Opinion Research:

• online surveys
• telephone surveys
• qualitative research

Step 2: receive the political neutrality certification

Each contract includes provisions for the contractor to submit a political neutrality certification. Departments must ensure receive this certification from the supplier upon receipt of final reports (consult Appendix 2: Political neutral certification for details).

Step 3: deposit the narrative executive summary and final report

Separate English and French narrative executive summaries and final reports must be provided in electronic format to Library and Archives Canada. Library and Archives Canada makes the electronic reports available to the public via the Public Opinion Research Reports website.

Web accessibility advice for public opinion research narrative executive summary and final report

• avoid relying on software that Canadians are unlikely to have installed or enabled on their personal computer. Ensure all sections of the report are compatible with common assistive technologies such as screen readers
• align content with the top left of the page and ensure a consistent left-to-right, top-to-bottom flow (for example, prefer continued text to column display. This makes viewing the documents more convenient for readers)
• use a non-cursive font such as Arial or Verdana and avoid small font sizes
• avoid relying on colour to communicate information and ensure high contrast between foreground and background (for example, prefer dark colours like burgundy or forest green). Please avoid light colours as some readers may not be able to see them
• ensure that you can navigate through the report without the use of a mouse
• avoid complex or uncommon terms or unnecessarily long sentences
• the report should be deposited electronically. If a request is made for a print version, this should be provided to the individual

II. Report requirements and Government of Canada standards

This applies to all public opinion research reports except those projects that are only fieldwork and data tabulation reporting requirements. These are described separately below.

Four separate documents must be submitted to Library and Archives Canada:

• the narrative executive summary in English
• the narrative executive summary in French
• the final report which must include the full research findings and appendices in English
• the final report which must include the full research findings and appendices in French

1. The narrative executive summary

The narrative executive summary should include the following.

1.1 Information that should appear on the cover page:

• the registration number as assigned by Public Opinion Research Directorate (PORD), preferably in the upper right-hand corner
• the contract number, as assigned by Public Services and Procurement Canada (PSPC), and the contract award date
• the delivery date (this is the date that the final report, accepted in its final version by the Project Authority, was sent by the research supplier to the Project Authority)
• the title of the project same as the title included in the public opinion research plan
• the name of the research supplier that entered into the contract
• the name of the client department sponsoring the research
• for the English version, the statement "Ce rapport est aussi disponible en français." and for the French version, the statement "This report is also available in English."
• the departmental contact information in the form of a generic email address

For an example of the cover page, please consult Appendix 3: Cover page example.

1.2 Information that should be included in the narrative executive summary:

• a statement of the research purpose and objectives
• a summary of key findings
• an outline of how the results were used, if possible, and if not, how the information is expected to be used
• a brief description of the methodology used
• a statement as to the extent to which the findings can be extrapolated to a broader audience
• the contract value of the public opinion research project

Please note that graphics, charts, and tables should not be included in the narrative executive summary.

2. The final report

The final report should include the following:

2.1 Information that should appear on the cover page:

• the registration number as assigned by Public Opinion Research Directorate (PORD), preferably in the upper right-hand corner
• the contract number, as assigned by Public Services and Procurement Canada (PSPC), and the contract award date
• the delivery date (this is the date that the final report, accepted in its final version by the Project Authority, was sent by the research supplier to the Project Authority)
• the title of the project same as the title included in the public opinion research plan
• the name of the research supplier that entered into the contract
• the name of the client department sponsoring the research
• for the English version, the statement "Ce rapport est aussi disponible en français." and for the French version, the statement "This report is also available in English."
• the departmental contact information in the form of a generic email address

For an example of the cover page, please consult Appendix 3: Cover page example.

2.2 Information that should be included in the final report:

• the narrative executive summary
• the full results findings
• the appendices according to the type of research:
  1. quantitative research:
     • a full set of tabulated data
     • sample size, sampling procedures and dates of research fieldwork
     • weighting procedures, confidence interval and margin of error
     • response rate and method of calculation
     • a discussion of the potential for non-response bias
     • the research instruments in all languages and, if applicable, the test material in all languages in which they were used and tested
     • all other information about the execution of the fieldwork that would be needed to replicate the research initiative
  2. qualitative research:
     • the research instruments in all languages and, if applicable, the test material in all languages in which they were used and tested
     • all other information about the recruitment and execution of the fieldwork that would be needed to replicate the research initiative

III. Specific requirements for the fieldwork and data tabulation projects

These requirements apply to the Advertising Campaign Evaluation Tool (ACET) final methodological reports.

Four separate documents must be submitted to Library and Archives Canada:

• the narrative executive summary in English
• the narrative executive summary in French
• the final methodological report which must include the full description of the methodology used and all applicable appendices within the same document in English
• the final methodological report which must include the full description of the methodology used and all applicable appendices within the same document in French

1. The narrative executive summary

The narrative executive summary should include the following.

1.1 Information that should appear on the cover page:

• the registration number as assigned by Public Opinion Research Directorate (PORD), preferably in the upper right-hand corner
• the contract number, as assigned by Public Services and Procurement Canada (PSPC), and the contract award date
• the delivery date (this is the date that the final report, accepted in its final version by the Project Authority, was sent by the research supplier to the Project Authority)
• the title of the project same as the title included in the public opinion research plan
• the name of the research supplier that entered into the contract
• the name of the client department sponsoring the research
• for the English version, the statement "Ce rapport est aussi disponible en français." and for the French version, the statement "This report is also available in English."
• the departmental contact information in the form of a generic email address

For an example of the cover page, please consult Appendix 3: Cover page example.

1.2 Information that should be included in the narrative executive summary:

• a statement of the research purpose and objectives
• an outline of how the results were used, if possible, and if not, how the information is expected to be used
• a brief description of the methodology used
• a statement as to the extent to which the findings can be extrapolated to a broader audience
• the contract value of the public opinion research project

Please note that graphics, charts, and tables should not be included in the narrative executive summary.

2. The final methodological report

The final methodological report should include the following:

2.1 Information that should appear on the cover page:

• the registration number as assigned by Public Opinion Research Directorate (PORD), preferably in the upper right-hand corner
• the contract number, as assigned by Public Services and Procurement Canada (PSPC), and the contract award date
• the delivery date (this is the date that the final report, accepted in its final version by the Project Authority, was sent by the research supplier to the Project Authority)
• the title of the project same as the title included in the public opinion research plan
• the name of the research supplier that entered into the contract
• the name of the client department sponsoring the research
• for the English version, the statement "Ce rapport est aussi disponible en français." and for the French version, the statement "This report is also available in English."
• the departmental contact information in the form of a generic email address

For an example of the cover page, please consult Appendix 3: Cover page example.

2.2 Information that should be included in the final methodological report:

• the narrative executive summary
• the appendices as described below:
  • a full set of tabulated data
  • sample size, sampling procedures and dates of research fieldwork
  • weighting procedures, confidence interval, and the margin of error
  • the response rate and method of calculation
  • a discussion of the potential for non-response bias
  • the research instruments in all languages and, if applicable, the test material in all languages in which they were used and tested
  • all other information about the recruitment and execution of the fieldwork that would be needed to replicate the research initiative

3. Notification to Library and Archives Canada for fieldwork and data tabulation project

IV. Instructions for submitting the narrative executive summary and final report at Library and Archives Canada

Four documents must be submitted to Library and Archives Canada in separate files:

1. the narrative executive summary in English
2. the narrative executive summary in French
3. the final report or final methodological report must include the full description of the methodology used and all applicable appendices within the same document in English
4. the final report or final methodological report must include the full description of the methodology used and all applicable appendices within the same document in French

Departments should submit electronic copies of their narrative executive summaries and final reports or final methodological reports.

Instructions for submission of narrative executive summary and final report to Library and Archives Canada

Please visit the Library and Archives Canada website for public opinion research reports deposit and choose "Submit a report.”

• Step 1: enter the registration number. Then specify what types of files are being submitted (that is, narrative executive summaries with electronic final report files in English and French)
• Step 2: attach the electronic files (Choose Method A or Method B). Note: If you have any issues with attaching electronic files, please contact Library and Archives Canada Public Opinion Research Reports Acquisitions at: bac.rrop-porr.lac@canada.ca
• Step 3: enter information about the final report
• Step 4: enter your contact information
• Step 5: enter any comments you may have. Enter "Final Methodological Report" if applicable
• Step 6: when ready, choose "Submit" to submit the files and the information you have entered

A receipt will be emailed to you for inclusion in the project file.

Appendices

Appendix 1: Public opinion research related acts, regulations, policies, directive and standards

Acts

• Financial Administration Act: prohibits verbal-only public opinion research reporting
• Library and Archives of Canada Act: requires departments to provide written reports to Library and Archives Canada within six months of completion of data collection

Regulations

• Public Opinion Research Contract Regulations: standardizes the form and content of contracted public opinion research reports

Policies

• Common Services Policy: identifies Public Services and Procurement Canada (PSPC) as a mandatory common service organization for the coordination and contracting of public opinion research
• Treasury Board's Policy on Communications and Federal Identity: outlines mandatory requirements to ensure coherent, cost-effective management of public opinion research throughout the government
• Contracting Policy: requires departments to notify PSPC when a public opinion research project may require a contract

Directive

• Directive on the Management of Communications: supports and facilitates implementation of the Policy on Communications and Federal Identity

Standards for Public Opinion Research

• Standards for the Conduct of Government of Canada Public Opinion Research—Online Surveys: these standards are for online public opinion research surveys conducted for the Government of Canada
• Standards for the Conduct of Government of Canada Public Opinion Research—Telephone Surveys: these standards are for telephone public opinion research surveys conducted for the Government of Canada
• Standards for the Conduct of Government of Canada Public Opinion Research—Qualitative Research: these standards are for custom qualitative public opinion research conducted for the Government of Canada

Web standards for Government of Canada

• Standards on Web Accessibility: this standard applies to government-wide web pages and is meant to ensure a high level of accessibility of web content

Appendix 2: Political neutrality certification

The political neutrality certification is received from the supplier upon receipt of final reports.

Departments should ensure that, for contracted public opinion research, the supplier's senior officer certifies upon delivery that the final deliverables comply with the political neutrality requirement. The following political neutrality certification is part of the contract:

1. Political neutrality certification

This certification is to be submitted with the final report submitted to the departmental Project Authority.

I hereby certify as Senior Officer of that the deliverables fully comply with the Government of Canada political neutrality requirements outlined in the Policy on Communications and Federal Identity and the Directive on the Management of Communications - Appendix C (Appendix C: Mandatory Procedures for Public Opinion Research).

Specifically, the deliverables do not include information on electoral voting intentions, political party preferences, standings with the electorate, or ratings of the performance of a political party or its leaders.

Signed:

Appendix 3: Cover page example

Figure 1: cover page example

Appendix 4: Checklist for public opinion research narrative executive summary and final report

The following checklist summarizes information that must be included in the narrative executive summary and final report. Departments should review their documents against this list prior to submitting them to Library and Archives Canada.

Checklist of information that should appear on the cover page of the narrative executive summary and the final report:

• the registration number
• the contract number
• the contract award date
• the delivery date
• the title of the project same as the title included in the POR plan
• the name of the research supplier
• the name of the client department
• the statement "Ce rapport est aussi disponible en français." if the document is provided in English and the statement "This report is also available in English." if the document is provided in French
• the departmental contact information (generic email address)

Checklist of information that should be included in the narrative executive summary and the final report:

• the purpose and objectives
• the key findings, except where the contract involved solely field and data tabulation services, and an outline of how the results were used
• the methodology used
• a statement as to the extent to which the findings can be extrapolated to a broader audience
• an outline of how the results were used, if possible, and if not, how the information is expected to be used
• the total contract value

Checklist of information that should be included in the final report:

• the full results findings
• the appendices for quantitative research^{Footnote 1}, qualitative research^{Footnote 2} and/or the final methodological report^{Footnote 3} in all languages in which they were used and tested
• if applicable, notify Library and Archives Canada in the comments section for final methodological report

For more information

Public Opinion Research Directorate

For more specific questions, information, or services, please contact the directorate by email at DGSIOpinionPublique.ISBPublicOpinion@tpsgc-pwgsc.gc.ca or by telephone at 613-995-9837.

Address

Public Opinion Research Directorate
Public Services and Procurement Canada
350 Albert Street, 5th Floor
Ottawa, Ontario  K1A 0S5

Library and Archives Canada

Legal deposit (Public opinion research reports acquisitions)

For more information on the submission of public opinion research reports, please visit the public opinion research reports website. For more specific questions, information, or services, please contact Public opinion research reports acquisitions by email at bac.rrop-porr.lac@canada.ca or by telephone at 819-953-1808.

Digital Resources Legal Deposit and Web
Library and Archives Canada
395 Wellington Street
Ottawa, Ontario  K1A 0N4

Date modified:

2017-09-01