Honouring Voices

Correspondence Timeline

Communications with Correctional Services Canada (CSC)

An overview of the communication process for research-related purposes. Acronyms used are First Nations, Metis, Indigenous (FN/M/I), Honouring Voices Team (HV), Research Asssistant (RA), Research Ethics Board (REB), University of Calgary (U of C), Access to Information and Privacy (ATIP), Freedom of Information and Protection of Privacy Act (FOIPP), and Correctional Services Canada (CSC).

July 4, 2024

Data Table Feedback Provided

HV team submits feedback on the data tables to CSC.
July 4, 2024

June 20, 2024

Data Table Revisions Received

CSC Research Team sends data table document with updated comments provided by Research Branch and Health Services staff. Feedback on this document is requested by July 4.
June 20, 2024

May 30, 2024

Meeting

Meeting with CSC Research Team to review and discuss quantitative data tables and the availability of the requested datasets.
May 30, 2024

May 21, 2024

Meeting Scheduled

Meeting is scheduled for Thursday, May 30 at 9 AM EST.
May 21, 2024

May 21, 2024

Meeting Time Proposal

Other meeting times for Wednesday, May 29 and Thursday, May 30 are suggested by the CSC Research Team.
May 21, 2024

May 14, 2024

Meeting Time Proposal

CSC team suggests a meeting on Wednesday, May 29.
May 14, 2024

May 14, 2024

Meeting Time Proposal

RA responds to CSC’s email and provided times that do not work for members of our team.

May 14, 2024

May 14, 2024

Reply re: Project Brief

CSC Research Team emails RA suggesting the project brief not be published on the website. CSC Research Team requests a meeting to discuss the quantitative research collaboration and the scope of the requested data.

May 14, 2024

May 6, 2024

Response to Application Approval

Dr. Jennifer Leason responds to the e-mail regarding the approval of the qualitative component of the research project.

May 6, 2024

April 22, 2024

Qualitative Application Approval

Qualitative application receives approval from the EXCOM Sub-Committee on Research.

April 22, 2024

April 8, 2024

Reply re: Project Brief

CSC team member notes the CSC team will have to check with their Communications team before agreeing to publish the project brief.

April 8, 2024

April 4, 2024

Correspondence re: Project Brief

RA emails CSC team asking if project brief can be added to the Honouring Voices website.

April 4, 2024

March 12, 2024

Project Description Feedback

Feedback on the project description is provided on behalf of the Canadian Association of Elizabeth Fry Societies.

March 12, 2024

March 11, 2024

Project Description Feedback

Dr. Jennifer Leason provides feedback on the project description.

March 11, 2024

March 6, 2024

Draft Project Description

CSC drafts a project description for the Profile of Women’s Reproductive Health research project to be included in the CSC Research Plan. Requests feedback from Honouring Voices team is provided by Wednesday, March 13.

March 6, 2024

February 26, 2024

Meeting

HV team and CSC meet to discuss quantitative data research collaboration.

February 26, 2024

February 12, 2024

ATIP Request Reply

Received response from ATIP analyst re: final ATIP dataset indicating it is in its final approval stage.

February 12, 2024

February 15-21, 2024

Follow-ups on Final Data Set

Followed up with ATIP analyst and CSC department re: final ATIP dataset pertaining to total numbers of federally incarcerated women.

February 15-21, 2024

February 12, 2024

ATIP Request Reply

RA receives responses for 2 submitted ATIP requests. Copy of Institutional Mother-Child Program Application was received, number of children in Mother-Child Program was denied.

February 12, 2024

January 30, 2024

Follow-up on Qualitative Application

Followed up with CSC Research Branch regarding the status of our qualitative ethics application.

January 30, 2024

January 26, 2024

Meeting scheduled

Followed up with CSC Research Branch and scheduled a meeting for February 26, 2024.

January 26, 2024

January 23, 2024

Meeting time proposal

CSC e-mails with suggested times for our meeting re: quantitative collaboration.

January 23, 2024

January 22, 2024

Request Acknowledgment

RA receives confirmation receipt from ATIP analyst.

January 22, 2024

January 16, 2024

Request Acknowledgment

RA receives confirmation receipt from ATIP analyst.

January 16, 2024

January 16, 2024

ATIP Request Resubmission

RA submits ATIP request re: application form for Mother-Child Program due to system error at first submission.

January 16, 2024

January 10, 2024

Follow-up on ATIP Requests

RA put in 2 separate ATIP requests re: number of children per woman in Mother-Child Program and requested a copy of the offender application form for the Mother-Child Program. E-mailed ATIP due to not receiving confirmation for 1 request.

January 10, 2024

January 9, 2024

Reply on Collaboration

RA receives response from Research Branch re:collaboration opportunity. Several of their team members are away on data collection and meetings will be scheduled upon their return.

January 9, 2024

January 3, 2024

Follow-up on Collaboration

RA emails CSC’s Research Branch to follow-upon collaboration opportunity re: quantitative data analysis.

January 3, 2024

December 15, 2023

ATIP Request Reply

RA receives response for ATIP request data pertaining to numbers of incarcerated mothers, their children and ages, which stated CSC does not collect data on children.

December 15, 2023

December 7, 2023

ATIP Request Reply

RA receives ATIP Request data pertaining to Mother-Child Program enrolment numbers for all federally incarcerated women.

December 7, 2023

December 4, 2023

ATIP Request Reply

RA receives ATIP request data pertaining to Mother-Child Program funding allocations per institution.

December 4, 2023

November 27, 2023

Reply re: Data Discrepancy

CSC Analyst emailed the response from the Office of Primary Interest on the ATIP data discrepancy.

November 27, 2023

November 23, 2023

Qualitative Ethics Application Resubmission

HV Team re-submits qualitative ethics application to CSC.

November 23, 2023

November 21, 2023

Meeting

HV team meets with CSC Research Team regarding quantitative collaboration opportunity.

November 21, 2023

October 10, 2023

Reply re: Discrepancy

Received response from CSC Analyst that they reached out to the Office of Primary Interest regarding the discrepancy.

October 10, 2023

October 3, 2023

Contact re: Discrepancy

RA e-mails ATIP Analyst re: last received dataset, as there was a discrepancy between data received on September 25 and April 18, both pertaining to enrolment for FN/M/I mothers in the Mother-Child program.

October 3, 2023

September 29, 2023

Ethics Applications Reply

RA receives comments from CSC Research Branch regarding both ethics applications. Recommended a collaboration between research teams on the quantitative application.

September 29, 2023

September 25, 2023

ATIP Request Reply

RA receives e-mail from analyst regarding ATIP Request on enrolment numbers for FN/M/I children in Mother-Child program. Received data on enrolment numbers for mothers.

September 25, 2023

August 17, 2023

Confirmation of Receipt

RA receives confirmation e-mail from CSC re: previous e-mail.

August 17, 2023

August 15, 2023

HV Team Submits Documents

RA submits both REB certificates and a few team member CVs to CSC.

August 15, 2023

August 1, 2023

ATIP Request Reply

RA receives data regarding ATIP request on “Time Spent in Mother-Child Unit for FN/M/I Mothers.”

August 1, 2023

August 1, 2023

Proposal in Queue

RA receives response from Partnerships and Knowledge Mobilization indicating our proposal is in queue for review, and requirements re: data access need to be assessed prior to the creation of an agreement.

August 1, 2023

July 26, 2023

Data Sharing Agreement

Following U of C REB Review, RA e-mails CSC regarding the creation of a data sharing agreement.

July 26, 2023

July 21, 2023

Ethics Application Reply

RA receives e-mail from Partnerships and Knowledge Mobiliztion Unit at CSC confirming application had been received. Requested additional information, including CVs from team members and U of C REB Certificate.

July 21, 2023

July 14, 2023

Ethics Application

HV Team submits quantitative ethics application to CSC.

July 14, 2023

July 10, 2023

Ethics Application

HV Team submits qualitative ethics application to CSC.

July 10, 2023

June 21, 2023

CSC Reply

RA receives response from CSC Analyst and Team Leader stating they did not identify any records related to enrolment status of children of FN/M/I mothers in Mother-Child program.

June 21, 2023

June 21, 2023

CSC Reply

RA receives response from CSC Analyst and Team Leader stating they did not identify any records related to Mother-Child Program application approvals.

June 21, 2023

June 20, 2023

CSC Reply

RA receives response from CSC Analyst and Assistant Deputy Director stating collective data regarding pregnancies is not collected by CSC.

June 20, 2023

June 16, 2023

CSC Reply

RA receives response from CSC Analyst and Team Leader stating information on children is not available.

June 16, 2023

May 29, 2023

CSC Reply

RA receives response from CSC Analyst and Assistant Deputy Director stating information on maternal health is not available.

May 29, 2023

May 25, 2023

Further Information Requests

Submitted 9 Access to Information and Privacy Requests (included in project plan).

May 25, 2023

May 16, 2023

Follow-up Response

RA receives response to follow-up question, along with contact information for CSC contact for Mother-Child program.

May 16, 2023

May 16, 2023

Data Request Response

RA receives response from Access Clerk and the Office of Primary Interest stating the flag is the only way to track participation.

May 16, 2023

April 19, 2023

Data Request Follow-up

RA follows up with CSC Access Clerk with question re: enrolment numbers, requesting data for number of women vs. flags.

April 19, 2023

April 18, 2023

Data Received

RA receives e-mail from CSC Access Clerk with data on enrolment numbers for FN/M/I mothers in Mother-Child program.

April 18, 2023

March 13, 2023

Data Received

RA receives e-mail from CSC Access Clerk with data on funding allocations to the institutional Mother-Child program.

March 13, 2023

March 2, 2023

Application Amendment Request

CSC Analyst e-mails RA requesting to ament data request.

March 2, 2023

February 23-34,2023

Data Requests Placed

RA submits 3 separate requests for CSC data vis the Access to Information and Privacy Act.

February 23-34,2023

February 17, 2023

FOIPP E-mail Reply

CSC Correspondent  for Access to Information and Privacy Act responds to e-mail regarding FOIPP request. Provides information on how to put in an application.

February 17, 2023

February 17, 2023

Application Process Discussion

HV team members meet with research Branch and other CS staff members to discuss external application process.

February 17, 2023

February 14, 2023

FOIPP Data Correspondence

RA e-mails CSC Access to Information and Privacy Act’s Correspondent regarding FOIPP data.

February 14, 2023

February 9, 2023

E-mail response

CSC Research Branch responds to e-mail after a follow-up on February 7, 2023, stating the questions can be raised during the upcoming scheduled meeting.

February 9, 2023

January 18, 2023

Meeting Occurs

Two HV team member meet with CSC team member to discuss quantitative data.

January 18, 2023

January 12, 2023

Security Clearance Discussion

RA e-mails CSC Research Branch to request information on security clearances and classifications for research application purposes.

January 12, 2023

January 11, 2023

Meeting Request

HV team member e-mails CSC team member, requesting a meeting to discuss the quantitative data component of the project.

January 11, 2023

January 3, 2023

CSC Offers Compensation Recommendations

CSC Research Branch responds to e-mail regarding participant compensation with recommendations (i.e., donation to Inmate Welfare Committee).

January 3, 2023

December 7, 2022

RA contacts CSC

RA e-mails CSC Research Branch with inquiry regarding participant compensation.

December 7, 2022

November 10, 2022

CSC Returns Reports

CSC Research Branch responds to e-mail with full text reports.

November 10, 2022

November 8 2022

RA Contacts CSC

Research Assistant (RA) emails CSC requesting various publications.
November 8 2022

March 7, 2022

HV/CSC Meeting

Members of the HV team met with CSC Research Branch staff. It was determined that the team should get started on the CSC application process.

March 7, 2022