Public Programming Policy for the City of Toronto Archives

The City of Toronto’s Archival Services Unit maintains an inclusive and accessible space that responds to the needs, experiences and differences of its users. The City of Toronto Archives’ physical and online spaces enable users to access records and engage in thoughtful, creative and informative programming.

Allowing City staff and external facilitators, collaborators and co-creators such as researchers, academics, curators, artists and community organizations to host public programs in City of Toronto Archives spaces creates opportunities to use the City’s archival collections to tell new stories and enhance the public’s understanding of Toronto’s history.

Public programs support Archival Services’ mandate to acquire, preserve and provide access to City and non-City records that make a significant contribution to the understanding of the development of the City, its natural and built environment and the people who lived, worked, or left an impact on Toronto.

The Archival Public Programming Policy establishes the role of the City Clerk’s Office’s Archival Services Unit to facilitate public programs related to the City of Toronto’s Archival Collections.

This Policy identifies the objectives and expectations for delivering public programs at the City of Toronto Archives. It establishes the roles and responsibilities for public programming and ensures that external program facilitators are aware of Archival Services’ mandate and the principles upon which selection decisions are made for public programs.

This Policy addresses both the City of Toronto Archives as a facility that houses the City’s archival collection and hosts public programs and Archival Services as the business unit responsible for stewarding the City’s archival collection and providing public programs that use archival records.

This Policy is issued pursuant to Toronto Municipal Code Chapter 217, Records and the Archival Acquisition Policy, which outline the responsibilities of Archival Services to preserve and provide access to government records of enduring value, regardless of media or format, which provide evidence of the decisions, policies and activities of the City of Toronto and its predecessor municipalities. Archival Services also acquires, preserves and provides access to non-City records that make a significant contribution to an understanding of the development of the City, its natural and built environment and the people who lived, worked, or had an impact upon Toronto.

This Policy authorizes Archival Services to facilitate and deliver public programs that support Archival Services’ mandate to make City and non-City records within its collection accessible to the public. This includes allocating part of its operating budget to public programs development and issuing Partnership Agreements, Scope of Work Agreements and Collection Loan Agreements between Archival Services and program facilitators.

This Policy must be read in conjunction with other requirements, including but not limited to, policies, standards and requirements issued by the City Clerk’s Office, Corporate Real Estate Management Division and People and Equity Division.

This Policy addresses City staff who support the facilitation of public programs using City of Toronto Archives facilities and resources.

This Policy applies to:

  • Archival Services’ staff who develop and deliver public programs as part of their job duties.
  • City staff outside of Archival Services who wish to host public programs at the City of Toronto Archives.
  • City Councillors and elected officials and their staff who wish to use City of Toronto Archives spaces, excluding elections-related meetings.
  • Staff from City Agencies and Corporations who may create or host public programs at the City of Toronto Archives, including but not limited to the Toronto Transit Commission, Toronto Police Service and Toronto Community Housing Corporation.
  • External facilitators, collaborators and co-creators who may develop or host public programs in partnership with Archival Services. Program partners include other governments, community organizations, or members of the public.

This Policy addresses archival public programming presented in-person at the City of Toronto Archives premises at 255 Spadina Road and via City-issued and managed technology resources, such as the City’s website or video conferencing services. Archival public programs may take place at offsite locations at the discretion of the City Archivist. Exhibits created b Archival Services staff that are displayed at other City facilities may be subject to the Corporate Facilities Display and Fundraising Policy. Public programs include in-person and virtual exhibits and events which run for a designated length of time.

This Policy does not apply to:

  • City of Toronto events that are for City employees, such as staff recognition days or professional development sessions.
  • Media conferences.
  • Public programming facilitated by other City Divisions.
  • Private events hosted on City of Toronto Archives premises where space is rented.

The following outcomes are expected with the implementation of this Policy.

Fairness and Accountability

  • Public programs are selected in a fair and transparent way.
  • City staff, Agency and Corporation staff and external facilitators are required to submit the public program application form for consideration.
  • Archival Services collects comments and feedback from staff, participants and collaborators about its programs for evaluation.

The Toronto Public Service By-Law guides implementation of this objective.

Collection Amplification

  • Programming promotes awareness of the City’s archival collections, records and services.
  • Programming encourages new perspectives on existing archival collections and records.
  • Programming increases use of the City’s archival collection and drives requests for records from researchers.
  • Programming showcases unseen aspects of City government, including archival processing, preservation and conservation, the role of a City Division or department, or the contributions of an employee group or Community of Inclusion.
  • Programming contributes to understanding of known gaps in the City of Toronto’s archival collection.

The City’s Archival Acquisition Policy guides implementation of this objective.

Accessibility, Equity and Inclusion

  • Programming presented in the physical spaces at the City of Toronto Archives and online by Archival Services complies with the Accessibility for Ontarians with Disabilities Act (AODA).
  • Panels, label text and online materials accompanying public programs are written using an accessible, plain language approach that has meaning to a wide variety of users.
  • Programs are designed with consideration of accessibility needs. This includes but is not limited to access for disabled people and delivery at times and through locations and channels that maximize convenience and encourage attendance by the target audience(s).
  • When and where possible, information is presented in multiple modalities (text, video, audio and visual) to meet different user needs. Programming is accessible and can engage both specialist and general audiences.
  • Programming reflects the communities and people who currently live and work, or have lived and worked, in Toronto.
  • Programming may support the City’s Indigenous Reconciliation Action Plan.
  • Programming may align with the City’s Action Plan to Confront Anti-Black Racism.

The City’s Vision Statement on Access, Equity and Diversity guides implementation of this objective.

Sustainability and Resource Management

  • Programs do not damage or destroy records and materials from the City’s archival collections.
  • Programming considers and conserves labour, financial costs and Archival Services’ staff resources during program development and delivery, including records conservation, display implementation, interpretation, take-down and clean-up.
  • Programming is planned and implemented with regard for material resource management and environmental sustainability. This includes reduction of single-use items and plans for the reuse and upcycling of display materials.

The Toronto Public Service By-law guides implementation of this objective.

Community Engagement and Partnership

  • Programs work to form and strengthen relationships between the City of Toronto Archives and community-based organizations.
  • Programs provide mutual benefit for both Archival Services and the program facilitator.
  • Programs invite diverse and underserved audiences and users to the City of Toronto Archives.
  • Programs provide benefit to the greater Toronto community.

The City’s Corporate Strategic Plan guides implementation of this objective.

The Policy Statement describes the requirements for archival public programs to ensure they meet or exceed service delivery standards and provide value to Archival Services, City of Toronto and its communities.

Public programming delivery models

  • Public programs at the City of Toronto Archives can be delivered in different formats, including:
    • Long-term exhibits – in-person/physical exhibits that are displayed for one month or longer.
    • Short-term exhibits – in-person/physical exhibits that are displayed for less than one month.
    • Event series – multiple related in-person events that are hosted in sequence, or an event that is hosted multiple times on different dates, such as workshops, lectures, tours, or courses.
    • One-off events – an in-person event that is hosted once, such as a workshop, lecture, conference, presentation, or artistic performance.
    • Education programs – a guided journey for education or professional development through a series of locations, with defined starting and end points.
    • Social media – content that is shared through the City of Toronto Archives’ social media channels.
    • Online exhibits – exhibits that are displayed on the City of Toronto Archives’ website for varied lengths of time.
    • Online events – events, such as presentations, workshops, lectures, conferences, or artistic performances that are hosted virtually using City-issued video conferencing technology.
  • Public programs may leverage one or more delivery models. For example, an event series may be accompanied by social media posts, or a long-term exhibit may be translated into an online exhibit at the end of its run to maintain access to the materials.

Proposals

  • Proposals are accepted on a rolling basis.
  • Proposals must be submitted to archives@toronto.ca.
  • Proposals are submitted by organizations and/or individuals in a professional capacity.
  • All public programming proposals must formally be submitted to Archival Services for evaluation using the Public Program Proposal Form (Appendix B). This applies to public program proposals from City staff, Corporation and Agency staff and external facilitators.
  • Proposals must be completed fully to be considered for selection. Applicants are encouraged to discuss proposals with Archival Services staff prior to submitting the proposal form and can request support at any time.
  • Proposals submitted to Archival Services become City business records, which are subject to MFIPPA and may be released to the public upon request.

Selection

  • Proposals are reviewed on an ad-hoc basis.
  • Programs are selected by the Exhibits and Events Committee, which includes stakeholders from Archival Services.
  • Public programs are selected with at least three months of lead time to support development and delivery.
  • All applicants who fully complete the proposal form will be notified of the selection or rejection of their public program.
  • City staff serving on the Exhibits and Events Committee must recuse themselves from voting on any public program proposals they may have contributed to or submitted for review.

Development

  • Public programs are subject to a Partnership Agreement which states the rights and responsibilities of the City and the program facilitator. The Terms of Use agreement includes provisions for the format and duration of the public program, installation and removal of program materials, insurance, compensation and facility usage.
  • Public programs must meet strategic priorities and service delivery standards set by the City Clerk’s Office. If a selected program fails to incorporate strategic priorities during its development, the City Archivist reserves the right to cancel the program.
  • Public programs must clearly define goals, target audiences, descriptions and outcomes prior to delivery.
  • Public program facilitators are responsible for clearing the copyright of all City and non-City records and images used in exhibits, events and promotion and providing documentation to the City of Toronto upon request.
  • Marketing and promotion for public programs, including social media, is subject to the Partnership Agreement.
  • Archival Services reserves the right to determine which City of Toronto Archives spaces public programs are hosted in, subject to operational needs, resourcing and availability.

Facilitation

  • Archival Services retains the rights to any materials created during the course of public program development and delivery, unless otherwise specified in the Partnership Agreement.
  • Access to public programs is free of charge.
  • Archival Services’ public programs are open to everyone, per the Human Rights and Anti-Harassment and Discrimination Policy.
  • Archival Services reserves the right to limit attendance based on considerations of the public program, for example, room capacity limitation.
  • Public program facilitators and attendees are required to comply with City of Toronto policies, including the Human Rights and Anti-Harassment and Discrimination Policy.
  • Event dates and times must be approved by Archival Services based on operational needs.
  • Exhibits may be displayed is areas approved by Archival Services.

Delivery

  • Public programs and associated materials are subject to the City’s Corporate Display Content Guidelines. Archival Services retains the right to determine the suitability of materials included in public programs hosted on its premises or City websites and social media accounts and has final authority over the review, selection, editing and arrangement of all materials.
  • Public programs must not solicit business, customers, or volunteers and must not market commercial products or services. Exceptions are subject to the Partnership Agreement.
  • Programs shall not be partisan and/or endorse or opposed a named elected official, political party, or candidate.
  • Program facilitation by City staff and/or Agency and Corporation staff is conducted as part of regular business activities. Program facilitators are not compensated for program development by Archival Services, unless agreed upon in the Partnership Agreement.
  • External facilitators may, from time to time, be gifted with honoraria of nominal value for their efforts. Decisions about the value of honoraria are at the discretion of the City Archivist.
  • Event photography, audio recording and video recording is subject to approval by the City Archivist. Resulting images are subject to both Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Canadian Copyright Act.

Cancellation of a public program

Archival Services reserves the right to cancel a public program when it reasonably believes:

  • Use by any individual or group will be for a purpose that is likely to promote, or would have the effect of promoting discrimination, contempt or hatred for any group or person on the basis of race, ethnic origin, place of origin, citizenship, colour, ancestry, language, religion, age, sex, gender identity, gender expression, marital status, family status, sexual orientation, disability, political affiliation, membership in a union or staff association, receipt of public assistance, level of literacy or any other similar factor.
  • Use by any individual or group will be for a purpose or action, that is contrary to the law or any of the City’s policies or Rules of Conduct, including violent, threatening, abusive, harassing, disruptive or intrusive language or conduct.
  • There is a misrepresentation, a likelihood of physical hazard to Archives’ users or audiences or a misuse of premises or equipment. Past misuse is sufficient grounds for cancellation.
  • The public program is intended to establish the City of Toronto Archives as a permanent location for an organization or individual’s services or business activities.
  • Use will include gaming or games of chance, including bingo and lotteries.

Grounds for Proposal Rejection

Archival Services reserves the right to reject public programming proposals on the following grounds:

  • Proposals that do not demonstrate a clear connection to City of Toronto Archives mandate, collections and/or acquisition priorities.
  • Programs that are likely to promote, or would have the effect of promoting discrimination, contempt or hatred for any group or person on the basis of race, ethnic origin, place of origin, citizenship, colour, ancestry, language, religion, age, sex, gender identity, gender expression, marital status, family status, sexual orientation, disability, political affiliation, membership in a union or staff association, receipt of public assistance, level of literacy or any other similar factor.
  • Programs that are contrary to the law or any of the City’s policies or Rules of Conduct, including violent, threatening, abusive, harassing, disruptive or intrusive language or conduct.
  • Programs that pose a physical hazard to Archives’ users or visitors or misuse of premises or equipment. Past misuse is sufficient grounds for rejection.
  • Programs intended to establish the City of Toronto Archives a permanent location for an organization or individual’s services or business activities.
  • Programs that include gaming or games of chance, including bingo and lotteries.
  • Programs that promote an individual’s or company’s business or commercial interests.
  • Programs that solicit professional services or products.
  • Programs that do not have adequate sources of funding to support planned program models.
  • Programs that plan to display or use records subject to access restrictions.
  • Programs that are partisan and/or endorse or opposed a named elected official, political party, or candidate.
  • Programs that do not comply with the City’s Corporate Display Content Guidelines.
  • Programs that contravene the City’s Acceptable Use of Technology Assets Policy.
  • Proposals where expected audience attendance exceeds building capacity for the City of Toronto facility intended to host the public program.
  • Proposals that are unoriginal and/or cover subject matter that has been mounted previously.

City Clerk’s Office will:

  • Establish a framework of policies, standards and guidance relating to information and records management, including policies related to the City of Toronto Archives.
  • Make the City of Toronto Archives premises available for public programs.
  • Host and provide access to virtual public programs, including web exhibits.

City Archivist will:

  • Establish a framework of polices, standards and guidance relating to information and records management, including policies related to the City of Toronto Archives.
  • Direct, approve and review programming selection criteria.
  • Provide approval for public programs.
  • Sign-off on public programming Terms of Use agreements.
  • Review requests for cancellation of a public program.
  • Review requests for photography, audio recording and video recording.

Archival Services Supervisor, Reference & Outreach will:

  • Liaise with program partners and facilitators on questions about potential program and the program proposal form.
  • Receive proposals for public programs from City Divisions, Agencies, Corporations and external facilitators.
  • Convene the Archival Exhibits and Events Committee on a semi-annual basis to review exhibit and event applications.
  • Communicate the recommendations of the Archival Exhibits & Events Committee to the City Archivist.
  • Review and approve public program materials for display, including records, displays, panels and event programs.
  • Ensure public program materials comply with AODA.

Archival Exhibits and Events Committee will:

  • Review proposals for public programs from City Divisions, Agencies, Corporations and external facilitators.
  • Select public programs.
  • Document how selected programs satisfy the Selection Criteria.

Archival Services Reference and Outreach Staff will:

  • Coordinate and undertake installation of displays used in physical exhibits.
  • Support publication of online exhibits to the City’s website.
  • Create interpretative materials to support public program delivery.

Corporate Real Estate Management Services will:

  • Maintain the City’s Corporate Display Guidelines.
  • Provide Corporate Security staff during public programs hosted at the City of Toronto Archives facilities at 255 Spadina Road.

Legal Services will:

  • Draft agreements, including Partnership Agreements and Collection Loan Agreements, on behalf of Archival Services.

Public Programming Facilitators, including City Staff, Agency and Corporation Staff and External Facilitators, Collaborators and Co-Creators will:

  • Submit applications for public programs.
  • Sign-off on public program Partnership Agreements.
  • Demonstrate to the Archival Exhibits and Events Committee how public programs satisfy the objectives and requirements of this Policy.
  • Prepare all textual, photographic and multi-media materials used in public programs, including clearing copyright.
  • Provide exhibit and display materials.
  • Remove exhibit materials after the public program has ended.
  • Promote and market public programs to encourage attendance.

Provided by Kristie Pratt, Deputy City Clerk, Corporate Information Management Services, City Clerk’s Office, December 23, 2024.

The City Clerk’s Office will review this Policy as warranted.

Acquisition Priorities

The document updated periodically by the City Archivist, establishing and informing a focus for the acquisition of records within the context of the Archival Services’ Mandate. The Acquisition Priorities document considers Archival Services’ goals to connect broadly with diverse communities in Toronto, to avoid unnecessary redundancy and will consider changing resources in Archival Services, together with other considerations and goals as indicated by the City Archivist.

Archival Collection

All of the records that Archival Services owns, preserves and makes accessible.

Archival Services

The business unit within the City Clerk’s Office’s Corporate Information Management Service responsible for preserving and providing access to archival records.

City Record

A record created or received in the course of City administration or delivery of City services. Also includes records that were created or received in the course of City of Toronto predecessor municipalities’ administration or delivery of City services. These include records created, accumulated and used by a member of Council in the course of the responsibilities specifically imposed on a member of Council under the City of Toronto Act, 2006.

City of Toronto Archives

Located at 255 Spadina Road, where the City’s archival records are stored, preserved and made accessible.

Non-City Record

Records that make a significant contribution to an understanding of the development of the City, its natural and built environment and the people who lived, worked, or had an impact upon Toronto. These may include records created, accumulated and used by an individual who is or has been a member of Council, in the course of the individual’s personal activities, political activities, or activities undertaken in relation to “constituency relations.”

Processing

The activities conducted by an archivist dealing with an archival acquisition, including arrangement, culling, rehousing and description.

Public Program

An intentional service or event in a social setting, developed proactively to meet the needs or interests of an anticipated target audience.

Volunteer

A volunteer is a person who contributes time and service to the City of Toronto without compensation.