Canadian Science Advisory Secretariat: Policy on observers in science peer review meetings

1. Policy title

Canadian Science Advisory Secretariat policy on observers in science peer review meetings.

2. Effective date

This policy is effective April 1, 2026.

3. Policy objective

The objective of this policy is to provide direction on the inclusion of observers as part of Canadian Science Advisory Secretariat (CSAS) peer review meetings.

4. Policy statement

Observer status may be granted for CSAS science peer review meetings. Observers are individuals who apply for observer status and are invited to attend a CSAS peer review meeting as an observer.

5. Context

Impartial, objective science advice is the foundation for evidence-based decision-making. Fisheries and Oceans Canada’s (DFO) Policy on Science Integrity recognizes that trust in the research and scientific information provided by governments depends on the integrity of the process by which such information is produced, managed, and communicated. The Policy also recognizes that scientists and researchers must carry out their activities in a manner consistent with relevant standards of scientific excellence, research ethics, and responsible research conduct, and that science advice is free from political, commercial, client and stakeholder interference.

The goal of DFO’s CSAS peer review process is to provide high-quality science advice and information to the Minister, managers and regulators. CSAS peer review meetings are intended to review and challenge scientific information and interpretation leading to consensus-based science advice. Effective and defensible science peer review processes are evidence-based, objective, impartial and respectful.

The principles of openness, inclusiveness and transparency guide CSAS peer review meetings. To further enhance the application of these principles, DFO is enabling observers to attend CSAS peer review meetings, as described in this policy.

6. Definition and description of an observer

The term “observer” refers to individuals who apply for observer status and are invited to attend a CSAS peer review meeting in an observer capacity. An observer differs from an expert CSAS participant, as defined in the CSAS Policy on Participation in Science Peer Review Meetings.

Observer status designation allows an individual to observe a CSAS peer review meeting for awareness or educational purposes. Noting their defined role as observers rather than participants and experts in the peer review meeting, observers do not have access to working papers, and cannot participate in peer review discussions, development of consensus-based advice, or creation of meeting products.

7. Eligibility criteria for observer status

Public servants and a range of individuals may apply to attend a CSAS peer review meeting as an observer. Members of the media, law enforcement and elected officials are not eligible to be observers. Individuals who attend CSAS processes as observers, and do not abide by meeting rules and expectations, may have their status revoked and future applications for observer status declined.

8. Application for observer status

Individuals interested in attending a peer review meeting as observers can request an application form from the CSAS contact identified for the relevant CSAS meeting (available on the CSAS schedule).

As part of the application process, applicants will be required to provide their affiliation and a description as to why the individual wishes to obtain observer status and how they may benefit from inclusion. They will also be required to sign a CSAS observer declaration form, agreeing to adhere to the code of conduct.

Incomplete applications will not be considered. Applications must be submitted no later than 30 days in advance of the meeting in order to provide sufficient time for review of the request. In cases where the peer review meeting is posted less than 30 days in advance of its start date, observer applications must be submitted no later than one week after posting. Observer status will not be granted once the peer review meeting has started.

All complete applications will be considered and evaluated at the same time for a given peer review meeting. The decision to accept an observer request resides with the CSAS office organizing the peer review, in consultation with the Steering Committee and meeting Chair and, if needed, the Senior Director, Open Science.

While there may be substantial interest in observing a particular peer review meeting, granting of observer status for all applicants may not be possible (e.g., logistical constraints such as capacity) and maintaining the integrity of the peer review process will be prioritized.

9. Invitations

DFO will grant observer status only for the specific peer review meeting for which it was requested. Notification will be sent via email from the CSAS Office organizing the peer review meeting or from the peer review Chair approximately one week prior to the meeting. Observers are expected to attend virtually, unless the meeting is only in-person. Invitations are non-transferable and may not be passed on to another person or organization.

10. Rules and expectations for observers

Those accepting an invitation for Observer status will be required to sign the CSAS observer declaration form, and have agreed to comply with the prescribed terms and conditions. The prescribed terms and conditions reflect the following rules and expectations:

Observers are expected to abide by the Observer Policy
Observers should note that the science advice and all meeting-related documents shall remain confidential until such time as the advice has been published on the CSAS website, or until the CSAS Office has authorized the release of the advice. Statements and opinions of any persons attending the peer review meeting shall not be attributable
Observers will join the meeting in a setting that prevents others from hearing or seeing any part of the meeting, unless the others were also invited
Observers may not record any part of the peer review meeting
Observers are expected to respect the authority of the Chair and abide by any directions or instructions to the attendees that the Chair deems fit and necessary for an orderly peer review meeting
Observers may not speak during the peer review meeting, unless invited by the Chair to do so. If invited to speak, the Observer must be respectful, objective and impartial. Inappropriate behaviour, such as yelling, foul language, or threatening behaviour will not be tolerated
Observers shall not seek to influence the discussion or outcomes of the meeting by asking participants to speak on their behalf openly or indirectly
Observers are not permitted to interact with meeting participants during the peer review meeting

The Chair will remind observers who do not maintain professional and respectful behaviour during the meeting of the rules and expectations stated above, which reflect the terms and conditions in the declaration form signed by the observer. Failure to abide by the prescribed terms and conditions may result in the removal of the observer from all or part of the meeting, and could affect attendance at future CSAS processes.

11. Application and authority

For all CSAS peer review processes i.e. regional, multi-regional and national, the final Authority for application of this policy, including any measures taken and resolving disputes regarding the interpretation and implementation of this Policy, is the Senior Director, Open Science, who may consult with Regional Directors of Science or National Directors General or the ADM Ecosystems and Oceans Science as needed.

Questions on the policy may be addressed by e-mail to:

Senior Director, Open Science
Ecosystems and Oceans Science
Fisheries and Oceans Canada
DFO.CSAS-SCAS.MPO@dfo-mpo.gc.ca

Date modified:: 2026-04-20

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