Equity, diversity and inclusion (EDI) | Rady Faculty of Health Sciences

RFHS passes historic anti-racism policy.

Disruption of all forms of racism policy approved
Policy shows commitment to equity of opportunity, fair treatment for all.

Rady adopts policy on equity, diversity and inclusion
Community discussion addresses how we are coping.

Being queer in the time of COVID-19

Equity, diversity and inclusion are linked to all five UM strategic priorities:

Inspiring minds through innovating and quality teaching
Driving discovery and Insight through excellence in research, scholarly work and other creative activities
Creating pathways to Indigenous achievement
Building community that creates an outstanding learning and working environment
Forging connections to foster high impact community engagement that build on the advantages of a diverse and inclusive workplace.

All learners, faculty and staff - regardless of race, ethnicity, colour, religious beliefs, national origin, rurality, gender, age, sexual orientation, disability, political beliefs, language and socio-economic status - are to be valued for their individuality, advanced academic pursuits, and contributions to the diversity and functions of the Rady Faculty of Health Sciences and the University of Manitoba.

To view the Rady Faculty of Health Sciences' policy on Equity, Diversity and Inclusion, please visit the policy page.

Our commitment to reconciliation

The Rady Faculty of Health Sciences acknowledges its location on Treaty 1 Territory and obligation to provide service to diverse Indigenous communities. We are committed to implementing the Calls to Action, and pledge to further the Principles of Reconciliation from the Truth and Reconciliation Commission of Canada.

These efforts are detailed in the Rady Faculty of Health Sciences Reconciliation Action Plan, led by Ongomiizwin, the Indigenous Institute of Health and Healing.

Disruption of all forms of racism

The Rady Faculty of Health Sciences takes responsibility to eliminate all forms of racism in the faculty, to promote safe work and learning environments free of racism and to intervene when witnessing any racism.

Equity, Diversity and Inclusion Committee

The Equity, Diversity and Inclusion Committee acts as the main discussion and advisory body of the Rady Faculty of Health Sciences in relation to issues of equity, diversity and inclusion.

Committee members

CHAIRS

Martha Ainslie, Co-Chair

Reg Urbanowski, Co-Chair
Dean, College of Rehabilitation Sciences

MEMBERS

Maribel Abrenica
Office Manager, College of Rehabilitation Sciences

Devi Atukorallaya
Assistant Professor, Oral Biology, Dr. Gerald Niznick College of Dentistry

Stephanie Bansee
Student, College of Pharmacy

Debra Beach Ducharme
Director, Indigenous Health

Tania Gottschalk
Education Services Librarian

Jackie Gruber, Human Rights & Conflict Management Officer
Alternate: Brian Barth, Conflict Management Advisor

Colin Kazina
Assistant Professor, section of Neurosurgery

Hanna Kilas
Respiratory Therapy Student Council President, College of Rehabilitation Sciences

Janesca Kydd
Legal Counsel, Rady Faculty

Marcia Langhan
Director, Planning and Priorities, Rady Faculty

Donna Martin, Associate Dean, College of Nursing

Sheri McKinstry
Graduate Student, Pediatric Dentistry, Dr. Gerald Niznick College of Dentistry

Sarah Olsen
Support staff, College of Pharmacy

Ehiedu Osemiha
Undergraduate Student, Dr. Gerald Niznick College of Dentistry

Lalitha Raman-Wilms
Dean, College of Pharmacy

Audrey Richards
Student Advisor and Counsellor, College of Nursing

Marina Rountree-James
PARIM Rep

Carla Shapiro
Senior Instructor

Sara Smith, Student Medicine
Alternates: Lucas Vasas or Yihui Wei (recommended by MMSA)

Valerie Williams
Diversity Consultant

Terms of reference

1 PURPOSE AND MANDATE

1.1 Purpose/Mandate: The Equity, Diversity and Inclusion Committee (“Committee”) of the Rady Faculty of Health Sciences (“RFHS”) is established to act as the main discussion and advisory body of the RFHS in relation to issues of equity, diversity and inclusion (i.e., its “Mandate”). Equity, diversity and inclusion are concepts explained by actions intended to ensure that the University community (including its students, staff, faculty and leadership) is reflective of society served, including with regard to women, Indigenous peoples, persons with disabilities, and members of racialized communities, as well as other historically under-represented groups such as 2SLGBTQIA+, refugee and immigrant groups as well as others.

NOTE: “2SLGBTQIA+” is an acronym describing sexual and gender minority communities namely the two-spirit, transgender, lesbian, gay, bisexual, queer and questioning community. The “+” recognizes the diversity of identities and represents many more sexual orientations and gender identities not captured within the acronym.

1.2 Rationale for Committee Formation: The RFHS seeks to maintain and further incorporate concepts of equity, diversity and inclusion into its learning and working environments so as to better reflect society served, thereby improving upon health care education and service.

1.3 Clarification of Jurisdiction: This Committee is intended to complement other University resources and efforts aimed at addressing matters related to equity, diversity and inclusion and to foster collaboration on equity, diversity and inclusion within the RFHS. This Committee is not intended to act as a substitute, duplicate or alternate forum to address issues over which other areas of the University have specific jurisdiction and mandates. For example, issues coming within the University’s Respectful Work and Learning Environment Policy are intended to be addressed by the University’s Office of Human Rights and Conflict Management.

1.4 Statements Regarding the Special Status Held by Indigenous Peoples: This Committee respects the special status held by Indigenous peoples. This Committee respects the RFHS Reconciliation Action Plan.

2 REPORTING AND ACCOUNTABILITY

2.1 Accountability: The Committee is advisory to and accountable to the RFHS Dean (“Dean”) and Vice-Provost

(Health Sciences) (“Vice-Provost”).

2.2 Reporting: The Committee, through the Chair, shall provide a written report to the Dean and Vice-Provost once per calendar year.

CHAIRPERSON AND COMMITTEE MEMBERSHIP

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.

5.7 Telephone Meetings and Email Discussion: The Chair may consult with Committee members by email or arrange telephone meetings, instead of in-person meetings, as the circumstances may require.

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.

7.3 Lead Consultation with Committee Chair: Leads shall consult with the Committee Chair in clarifying the parameters and timelines associated with assigned work. The Committee Chair will consult with the Committee as may be required in order to clarify parameters and timelines with the Leads.

7.4 Working Group Reporting: The Leads shall provide the Committee Chair with periodic updates of the Working Group work and progress and shall provide a final report to the Committee Chair at the completion of the Working Group’s work. The Committee Chair will consult with the Committee and report to the Dean and Vice-Provost on Working Group work.

7.5 Working Group Membership: The Lead of each Working Group shall recruit the membership they deem necessary to carry out the assigned work. The Lead shall bear in mind the RFHS commitment to equity, diversity and inclusion when recruiting Working Group members.

7.6 Working Group Terms of Reference: In addition to the above provisions on Working Groups:

a) The terms of office for each Working Group member shall be for the duration of the assigned work unless the member resigns or the term is earlier rescinded by the appointing Lead.

b) The Lead shall assume the same responsibilities as the Chair for the Working Group (i.e., in terms of leading meetings, facilitating discussion, ensuring assigned work is completed as required);

c) The above provisions dealing with Committee Meetings shall apply to Working Group meetings, except that the number of meetings shall be as determined by the Lead.

8 AMENDMENTS TO TERMS OF REFERENCE

8.1 Amendments to these Terms of Reference may be proposed by the Committee to the RFHS Deans’ Council for approval.

9 DATES OF APPROVAL, REVIEW AND REVISION

9.1 Date approved: April 28, 2020

9.2 Review: Formal review of these terms will be conducted every ten (10) years. In the interim these terms may be revised or rescinded if the Dean and Vice-Provost deems necessary

9.3 Supersedes: RFHS Dean’s Council – Tuesday, May 1, 2018; RFHS Deans’ Council - Tuesday, February 6, 2018

9.4 Committee Administrative Support: Equity, Diversity, Inclusion Co-Ordinator

9.5 Effect on Previous Statements: These terms shall supersede all previous Rady Faculty of Health Sciences and its Colleges terms on the subject matter herein.

Commitment letter

Commitment letter (PDF)

Record of decisions

Event planning

Planning

Accessibility does not only help one specific group of people; it creates a more seamless and engaging interaction for everyone. With this in mind, the following considerations outlined here will improve presentation quality for any event.

Event committee

An events committee may be formed to ensure that the objective of the event is achieved and its planning and implementation goes smoothly.

The terms of reference of the committee must be clearly defined at the outset as this will serve to guide the chairperson and members.

The event committee should also be as diverse as possible to ensure the inclusion of fresh, new ideas while ensuring that the objectives of the committee are met.

In other words, the purpose of the committee must be clearly spelled out and the choice of chairperson must be as a result of their demonstrated leadership skills and expertise who will allow members to speak freely.

A detailed agenda and inclusive debate are important to ensure important issues are tabled and discussed and as such is critical to the successful result of the event committee.

Some event committees may be entrusted with more detailed objectives than others. Some organisations, agencies or departments may have specialists to deal with events in which case there will be less details for event committees to handle.

Either way, it is important to ensure that the following areas are adequately discussed, action plans developed, and roles assigned to the specific persons responsible for all the tasks identified and listed.

Speakers

Choosing a speaker

Speakers should be experienced in the field of diversity and inclusion. They should be comfortable with the topic and be passionate about what diversity represents.

The type of event will determine the number and calibre of speakers. There should be at least one key speaker and a coordinator to deal with summarizing comments and question/answers.

Your purpose for the event may be to raise awareness or initiate a change. Are they suited for the role? Are they known to be a great speaker? Will they be available?

It takes time and effort to secure diverse speakers outside of the event owners’ network and this task should commence early.

Advantages of diversity

The advantages to having diverse speakers/collaborators are two-fold.

Avoids getting speakers with the same speaking points
Participants will be challenged to think differently about the issue/ topic at hand.

Speaking fees

There will most likely be a financial cost and this must be included in the budget for the event.

Prepare the speaker

Proposed speakers must be told of all expectations prior to their engagement.

Provide presenters with a checklist requesting that they:

speakers should avoid acronyms, jargon, complex graphs and charts
speakers should be prepared to send all documents to participants a few days prior to the event (Especially important if you are using accessibility services, such as captioning or sign language interpretation, to help them prepare for the event.)
verbally describe visual materials (e.g., slides, charts, etc.)
all images should have an alternative text
ensure all videos have captions
ensure that all documents are accessible or have an accessible alternate format
prepare to have printed copies available in larger font on site
choose font size on presentations that can be seen from a distance

Use of Pronouns

Ensure that guests, speakers, and attendees are addressed using their pronouns. Please refer to the RFHS Gender Pronouns Guide for more information MyPronouns-RFHSResourceGuide.pdf (umanitoba.ca)

Rady Faculty of Health Sciences (RFHS) Land Acknowledgment

The Rady Faculty of Health Sciences is located on Treaty 1 Territory and the homeland of the Metis Nation, acknowledges its obligation to provide service to diverse Indigenous communities and is committed to implementing the Calls to Action, and it pledges to work with Ongomiizwin to further the Principles of Reconciliation from the Truth and Reconciliation Commission of Canada. These are further detailed in the Rady Faculty of Health Sciences Reconciliation Action Plan, led by Ongomiizwin, the Indigenous Institute of Health and Healing.

Participant input

Too often in event planning, accessibility is an afterthought, and barriers are inadvertently created. These can be physical, informational, technological, communication-based, systemic, attitudinal, and behavioural. They are often unintentional or invisible.

As a critical first step, simply ask participants in advance about their needs, ensuring that you provide sufficient information well in advance so that participants can plan their participation.

Active offer

Create an “active offer,” asking attendees to contact the department if they require any support to attend the meeting, including any unusual or dietary requirements. The active offer can be added to a calendar invite or other invitation to the event. The active offer may also be accompanied by an accessibility checklist.

Accessibility checklist

The active offer may also be accompanied by an accessibility checklist. For example:

Advance copy of slides to be projected
Assistive listening device
Captioning
Diet restrictions
Gender neutral bathroom
Lactation room
Large print
Reserved front row seat
Scent-free room
Wheelchair access
Wheelchair access to working tables throughout room
Other: __________________

Make sure to follow up on requests received. If it appears you will be unable to meet a specific request, follow up with the individual who made the request to determine whether an alternative arrangement can be made.

Advertise the event specifying the available accessibility provisions with contact details for those with additional concerns. Keep in mind people have had enough experience with inaccessible venues claiming to be accessible that they may have doubts. Consider offering this checklist as proof of what we have committed to.

Event management

If your event is taking place in person, help ensure a smooth event by having someone onsite who helps to ensure follow-through on all the points listed below.

Prior to your event, test all accessible technology equipment and services.
At the event, presenters or audience members may express confidence that they are loud enough and do not need a microphone. Regardless, ask them to speak into one.
Activate captions on any video used in the presentation
Encourage hourly breaks
Some people are unable to take notes at a fast enough pace and pay attention to the discussion at the same time. Consider having somebody to take notes or even transcribe the event and make these notes accessible after the event.
During Q&A, make sure to repeat questions posted by audience before responding, especially if there is not a roving microphone available.
Organize breakout group activities to maximize distance between groups (e.g. each group going to a corner of the room or side rooms).
Presenters should also repeat questions back for the audience to make a question accessible by converting technical jargon or overly complex phrasing into plain language, or to compensate for heavily accented speech.
Work with participants and service providers to alleviate any potential barriers or hiccups that may occur.

In-person events

An in-person event is one where all attendees are in a physical location at the time of the event. The main advantage is human interaction. In some fields, networking with peers and interacting with experts is appreciated. Many also consider in-person events a welcome option due to the lack of distractions.

Accessibility should be carefully considered in the site selection process. Considerations should include:

Accessibility

Barrier-free pathways, including doorways and aisles
Bathrooms that are accessible and gender inclusive
Catering facilities
Clear signage indicating locations and directions
Dignified entrances
Ensure that requested hearing and visual aids are available
Ensure the venue is a safe place for people with chemical and light allergies and/or sensitivities
Projection screens visible from all seating
Ramp and/or elevator access
Space for nursing (facility information for the UM Bannatyne campus)
Well-lit meeting space and adjacent areas
Wheelchair accessible activity tables with room for snacks, medications, and session materials

Acoustics

Availability of assistive listening devices
Limit unnecessary background music
Public address (PA) system
Roving microphone
Seating available near presenter for lip reading
Well-lit space for an interpreter

Transportation

Accessible parking near venue
Adequate transport between venues
Have a list of accessible transportation options namely bus, taxis, subways, Local non-emergency ambulance companies (businesses that offer wheelchair accessible transportation)
Overnight lodging for conferences (ensure when you are holding rooms that there are accessible options)
Proximity to bus stop

Seating

Accessible seating should be part of the room set up
Chairs with high backs for people with balance issues
Do not separate accessible seating from the group
Everyone can see the front of the room necessitating a spacious room

Meals and refreshments

Clearly indicate allergens and gluten-free, vegan, vegetarian, or other options

Technology

Electrical outlets in accessible seating areas to accommodate devices, laptops, etc.
Extra space or work surface
No loose cables across walking areas

Service animals

Comfortable space for service animals to rest during event
Accessible toileting and watering facilities nearby

Safety

Ensure accessible safety plans are in place

Online and hybrid events

COVID-19 has made virtual events and webinar workshops more popular.

The formats have attracted many users because they are more flexible, interactive, can deliver planned content easily and are cost effective as money is saved on travel, transportation, food and hotel costs.

It is also cost effective from the organizer’s perspective for example the avoidance of the venue cost for a special event.

Platform

If you plan to host your event online, research the features of the platform you are intending to use to ensure that it meets accessibility guidelines and aligns with participants' needs and their available resources.

Having secured the right hosting platform, a virtual event can be extended for longer durations unlike an in-person event which has a specific time timeframe.

Zoom provides accessibility options, please visit their website for assistance in making this option more accessible.

Hybrid events

Hybrid events combine virtual events and in person events. Hybrid events have some persons attending in person and others attending online.

There could be some benefit to hybrid events, however event planners will have to evaluate the options to ascertain the best fit for their needs and complete a comparative cost impact of the alternatives.

Consultation

To make your event accessible by design, it is important to consult people with special needs to ask questions, observe and learn more about how to overcome their specific barriers, the resultant effect will be to build your awareness and capacity to plan inclusive and accessible virtual events which can be viewed remotely by participants all over the world.

This collaboration will ensure the platform is easy to use, complies with the EDI Policy and is universally available.

Metrics

Statistics and data obtained for an event can be used and built upon for subsequent events. From discussions, it has been noted that data capture is easier and questionnaires/feedback more likely to be completed during a virtual event especially if they are strategically placed.

Budget

When planning your event, consider committee costs, venue costs, rentals of specialized equipment and staff. Services such as real-time captioning and sign language interpretation can incur people, power and technological costs. Ensure that your budget allows for these services.

For additional information, we have included an additional guide and two sample checklists.

Related resources

COVID-19 resources
Timely articles from a variety of perspectives

Recommended reading:

Our top five recommendations are updated monthly.

For additional reading, listening and viewing resources contact the Equity, Diversity and Inclusion office for a comprehensive list.

You may also want

Contact us

Equity, Diversity and Inclusion
Rady Faculty of Health Sciences
A118-753 McDermot Avenue
University of Manitoba (Bannatyne Campus)
Winnipeg, Manitoba R3E 0W3

RADYEDI@umanitoba.ca

204-789-3240