Preamble
Healthy Brains, Healthy Lives (HBHL) is a high profile, high priority interdisciplinary and cross-sectoral research program supported at 捆绑SM社区 by Government of Canada鈥檚 Canada First Research Excellence Fund (CFREF), in partnership with the Government of Quebec and partner organizations from across sectors.
CFREF aims to help Canadian postsecondary institutions excel globally in research areas that create long-term economic advantages for Canada. HBHL was competitively selected for funding through this program for seven (7) years starting in September 2016. HBHL is a global centre of excellence for multidisciplinary research and a hub for neuroinformatics and big data analysis. The research is centred around an advanced analytic platform for brain research鈥擭euroHub鈥攖hat accelerates translational discoveries and enables improved brain health for Canadians and globally. HBHL鈥檚 scientific strategy consists of a suite of funding programs designed to stimulate, accelerate, and integrate progress across the overall research program with a focus on an interdisciplinary approach across fields linked by neuroinformatics. HBHL鈥檚 objectives are achieved across four strategies:聽Capacity Building; Advancing Discovery; Accelerating Innovation; and Exchanging Knowledge,聽each with specific objectives on the discovery-to-innovation continuum.
Mandate
The EDI Committee is established under the authority of the HBHL Strategic Steering Committee to oversee HBHL policies and processes to ensure that equity, diversity and inclusion are central to HBHL decision-making.
The EDI Committee provides guidance to HBHL staff and leadership on the development, implementation and ongoing improvement of HBHL鈥檚 EDI action plan. This aims of this action plan are to support the improved consideration of EDI across HBHL鈥檚 programs, policies, processes and funded research as well as in the greater 捆绑SM社区 neuroscience community. The action plan aims to promote an inclusive and accessible environment for all, with a particular focus on the six 捆绑SM社区 designated groups (Women, Persons with Disabilities, Indigenous People, Visible Minorities, Ethnic Minorities and LGBTT2SQ+ People).
Key Responsibilities
To fulfil its mandate, the EDI Committee will:
- Develop the HBHL EDI action plan including key EDI principles, commitments, strategies and measures for HBHL that pertain to recruitment, hiring, funding, and training/research environments for all HBHL members including faculty, staff and trainees;
- Develop a process for the collection and analysis of EDI data for HBHL participants;
- Review progress towards achieving HBHL鈥檚 EDI goals and advise on overcoming barriers to progress as well as opportunities for expansion of the action plan;
- Report twice per year to the Strategic Steering Committee, at meetings or in writing, on the work of the committee and the progress of HBHL on meeting its EDI commitments.
Membership and Appointments
Membership of the EDI Committee shall consist of 8 members:
- 捆绑SM社区 Senior Research Equity Advisor
- One member of the HBHL Research Management Committee (RMC)
- Additional members of HBHL leadership (theme leaders, subcommittee leaders and/or other members of HBHL governance committees) (2)
- Faculty members-at-large from the 捆绑SM社区 neuroscience community (2)
- HBHL-affiliated trainees (2)
Inaugural members of the EDI Committee were put forward for consideration to the SSC by the HBHL Managing Director, which subsequently made recommendations to the HBHL Board of Directors. In the future, open positions on the EDI Committee will be filled through an open call with the EDI Committee making recommendations for new members to the SSC.
The Co-Chairs of the committee will be elected through a vote by members of the committee. A vote will take place at the start of each academic year. All members will be invited to nominate themselves or another member for the roles of Co-Chair. In the case of a tie, ballots will be recast to select between the tied nominees. For the vote to be valid, a majority of members must cast a vote (quorum). Each member has one (1) vote. The Chair(s) and Vice Chair(s) must be approved by the SSC.
HBHL staff will take the lead in setting meeting agendas and coordinating documents in consultation with the Co-Chairs.
All members are appointed by the HBHL SSC based on recommendations by the EDI Committee.
Committee members will serve for three years, renewable.
Delegates may be accepted at the discretion of the Co-Chairs.
Ad hoc guests and/or observers with specialized expertise may be invited to participate in meetings at the discretion of the Chair(s).
The HBHL Managing Director & CEO attends EDI meetings in a non-voting capacity. Other HBHL staff may attend at the discretion of the Managing Director & CEO.
Meetings
The EDI Committee will meet 4-6 times per year, as needed.
To facilitate equitable opportunities for participation in discussion at meetings, each discussion topic will begin with a roundtable, wherein each member is invited to provide input if they wish. Open discussion will follow.
To ensure regular connections and accountability between the EDI Committee and the rest of the HBHL governance structure, a Co-Chair of the EDI committee will be added to the HBHL RMC terms of reference as voting member(s) if they are not already a voting member of this committee.
Remuneration
Members of the EDI Committee serve without remuneration but will be reimbursed for their reasonable expenses incurred in the exercise of their duties at the rates applied by their home institution.
Resources
Resources, including staffing, research assistance and budget may be requested from HBHL and will be provided as HBHL resources allow at the discretion of the HBHL Managing Director, within her authority.
Quorum
Quorum for meetings of the EDI Committee constitutes 50% of members. Decisions are normally made by consensus. If consensus is not forthcoming within a reasonable timeframe, the Chair may proceed with a vote on the question. For the vote to be valid, a majority of members with voting rights, must cast a vote (quorum). Each member has one (1) vote.
An e-vote may be conducted when appropriate. A simple majority of all members is required for e-vote decisions. Should a voting member fail to vote by the established deadline, this will be counted as an abstention.
Recording EDI Committee Decisions
A written record of the discussions and recommendations arising at each meeting will be duly documented in official meeting notes, which, once approved by the EDI Committee, will be available for audit upon request.
The HBHL Managing Director & CEO will ensure that the agenda and meeting materials are sent to members a minimum of four days prior to each meeting and that accurate notes of each meeting are taken and circulated at the next meeting for approval. The responsibility for taking minutes may be delegated to an HBHL staff member with Managing Director supervision of the content.
Terms of Reference Review History
- Approved by the HBHL Strategic Steering Committee on September 10, 2019
- Approved by the HBHL Board of Directors on September 16, 2019
- Revised by the HBHL Strategic Steering Committee on January 18, 2022
