Equity, access and participation

2.3 Chair: The Committee Chair or Co-Chairs (i.e., the “Chair”) shall be appointed by the Dean and Vice-Provost.

The Chair is responsible for the following at Committee meetings:

a) Calling the meeting to order;

b) Establishing an agenda and ensuring agenda items are addressed;

c) Ensuring the minutes from prior meeting(s) are reviewed and approved by the Committee (with or without modification);

d) Facilitating discussion to reach consensus on matters under consideration in a professional manner. If consensus cannot be reached, the varying recommendations for resolution will be presented by the Chair to the Dean and Vice-Provost;

e) Adjourning meetings after business is concluded; and f) Acting as the main representative of the Committee.

3.2 Membership: The Committee membership may consist of up to twenty-seven (27) members, including the

Chair, comprised of the following:

a) Up to four (4) representatives from each of the RFHS Colleges, as confirmed by the RFHS Dean & Vice- Provost, for a total maximum of twenty (20) members, ensuring that each RFHS College appoints a minimum of one Faculty member, one administrative support staff member, and one student/learner;

b) Up to two (2) representatives from Ongomiizwin (Clearing a path for generations to come), Institute of

Health and Healing. Such member(s) will be appointed by the RFHS Vice-Dean, Indigenous Health;

c) One (1) representative from the RFHS WISDOM (Women In Science, Development, Outreach and Mentorship) Committee, as determined by the RFHS WISDOM Committee; and

d) Up to five (5) representatives from the University service community, as appointed by the Dean and Vice- Provost. Such members may include representatives from the offices of Indigenous Achievement, Human Resources (e.g., Diversity and Inclusion), Human Rights and Conflict Management, Legal Counsel, and Health Sciences Libraries.

3.3 Diversity of Membership: The RFHS strives to achieve diverse membership on its committees that is reflective of its commitment to diversity and inclusion and this should be considered in the appointment of Committee members.

3.4 Liaisons: Committee members shall serve as liaison persons with others in the areas from which they are appointed.

3.5 Consultation: In carrying out its role, the Committee may call upon various resources as it deems required, including, consultation with University legal counsel and the Manitoba Fairness Commissioner.

3 TERM OF OFFICE

3.1 The term of office of each Committee member shall be until the first of the following occurs:

a) the individual no longer holds the position noted in 3.2;

b) the term of the appointment ends;

c) the appointment is rescinded by the appointer; or d) the individual resigns from the Committee.

4 FUNCTIONS AND ACTIVITIES OF COMMITTEE

4.1 As part of its Mandate, the Committee will determine issues of priority and make recommendations to the Dean and Vice-Provost. The Committee may refer work requiring review, collaboration and analysis to Committee Working Groups (as detailed below).

5 MEETINGS

5.1 Number of Meetings: The Committee shall meet three (3) times per academic year, or subject to the call of the Chair.

5.2 Notice of Meetings: Notice of a Committee meeting and the item(s) for discussion must be provided to Committee members, at five (5) business days in advance of the meeting, unless waived by the Committee members at the meeting.

5.3 Agenda: Agenda items should be sent to the Committee Chair at least 48 hours in advance of the meeting.

The agenda should be prepared and distributed to the members of the Committee prior to the meeting.

5.4 Quorum: As the Committee is mainly a discussion and advisory group, a quorum is not required to hold a meeting.

5.5 Decision-Making: The preferred model for decision-making is consensus. If consensus cannot be reached, the varying recommendations for resolution will be presented by the Chair to the Dean and Vice-Provost for decision.

5.6 Committee Meeting Guests: All Committee meetings will be limited to members only unless the Chair otherwise grants approval for certain individuals to attend all or a portion of the meeting.

5.8 Confidentiality: All Committee members, resource persons, consultants, guests, and administrative support persons who may be in attendance at a Committee meeting or privy to Committee information, are required to protect and keep confidential any protected information (e.g., classified or privileged information) received through participation on the Committee, unless such information is otherwise approved for public information.

5.9 Minutes & Confidentiality: Minutes are to be taken of business occurring during Committee meetings.

However, the Committee may move “in camera” to deal with certain items if the subject matter being considered relates to personal and confidential matters that are exempt from disclosure under applicable access and privacy laws and University policies. Once approved by the Committee, meeting minutes shall be publicly available, in accordance with applicable access and privacy laws and University policies.

6 COMMITTEE ADMINISTRATIVE SUPPORT

6.1 The Committee Chair shall receive administrative support from the RFHS. The administrative support shall be provided through an individual whose duties shall include:

a) Assisting the Chair with preparation of Committee meeting agendas and distributing notification of meetings;

b) Ensuring follow-up of Committee action items;

c) Information gathering;

d) Preparation and distribution of meeting material;

e) Minute-taking; and

f) Maintaining Committee records.

7 WORKING GROUPS

7.1 Referral to Working Groups: The Committee may refer equity, diversity and inclusion issues of priority, requiring review, collaboration and analysis, to one or more Working Groups, which may be College specific, as the circumstances require (e.g., review of College policies to meet accreditation requirements for equity, diversity and inclusion).

7.2 Working Group Leads: Each Working Group shall have one or more leads (“Leads”), as appointed by the Committee Chair, in consultation with the Committee. The Lead need not necessarily be a Committee member.