Equity, access and participation

The Rady Faculty of Health Sciences promotes and supports a community that embraces equity, access and participation, provides for equality of opportunity and recognizes the dignity of all people. These are key values to create an inclusive community for all.

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About Our transformational change

Discrimination in the learning and work environment can be mitigated only through a formal change management process that leads to change that is institutionally transformational.

The change of the office name is the beginning of a formal change management process with the ultimate goal: a faculty that is free of racism, ableism, sexism, homophobia and transphobia. The focus of our unit - equity, access and participation - is on people not concepts that don’t work for us. 

Equity is fairness and provides resources that focus on the specific needs of communities and the individuals within them. At the same time, equity strives to identify and eliminate systemic barriers that marginalized groups have historically and currently face.

Access to resources is a fundamental principle of social justice that ensures all students, faculty, and staff can take advantage of the opportunities the Faculty has to offer.

Participation to uphold social justice requires that individuals have the opportunity and platform to participate in making the policies that affect their well-being.

This includes disrupting the invisible belief that Whiteness is the normal against all which is compared. The goals of the Office of Equity, Access and Participation are to center humanity, justice, and dismantling systems of racism, inequity and oppression in all forms with a focus on decentering “Whiteness” in our approach.

Equity, access and participation reflects our goals:

  • To redistribute power to enhance the well-being of individuals through equity, access and participation.
  • Equity concerns focus more on changing the structures and systems that create the inequities in the first place.

We know there is significant underrepresentation of Indigenous Peoples, Black and racially marginalized persons, persons with a disability in our faculty and staff. This is a signal that these systemically excluded groups continue to face barriers to equity, access and participation.

We need to actively dismantle these systems of oppression in our faculty. This will demand approaches that are bold, transformational, adaptive, and systemic.

Participation aims to center underrepresented voices and experiences, recognize the historical underpinnings of the systemic barriers in medicine, and explicitly address and dismantle these in all functional areas of Rady Faculty of Health Sciences.

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

Resources

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.

Equity, Access and Participation Committee

The Equity, Access and Participation Committee acts as the main discussion and advisory body of the Rady Faculty of Health Sciences in relation to issues of equity, access and participation.

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

The commitment letter is available in an alternate format upon request to RadyEquity@umanitoba.ca.

Record of decisions

2021

2020

2018

2017

All record of decisions documents are available in alternate formats upon request. Contact RadyEquity@umanitoba.ca.

Equity, diversity and inclusion (EDI) Community of Practice

This initiative aims to foster justice and fairness, enabling everyone to fully participate in our community.

Join our community

UM faculty, staff, and students are invited to join our Community of Practice focused on equity, diversity, and inclusion (EDI) on campus. 

Monthly meetings

Join us for 90-minute discussions where we will:

  • Explore EDI best practices: Learn and discuss effective strategies.
  • Hear from guest speakers: Gain insights on specific topics of interest.
  • Engage in group discussions: Address and discuss challenging issues.
  • Receive training and experience: Build skills and confidence in advocating for EDI.
  • Become a resource: Stay informed about EDI events and resources, and share this knowledge within your department and community.
  • Voice your opinions: Contribute to the development of future EDI initiatives on campus.

For more information or to join the Community of Practice, email RadyEquity@umanitoba.ca.

Event planning

Accessibility does not only help one specific group of people; it creates a more seamless and engaging interaction for everyone.

The following considerations outlined here will improve presentation quality for any event. Explore the tabs to learn more.

Event committee

An events committee may be formed to ensure the event’s objectives are met and that planning and implementation proceed smoothly.

Terms of reference

Clearly define the committee’s terms of reference from the outset. This will guide the chairperson and members throughout the process.

Diversity

Ensure the committee is as diverse as possible. This will help bring in fresh ideas and ensure that the committee’s objectives are met.

Chairperson selection

Choose the chairperson based on demonstrated leadership skills and expertise. The chairperson should facilitate open communication among members.

Agenda and discussion

Develop a detailed agenda and encourage inclusive debate. This ensures important issues are discussed and contributes to the committee’s success.

Objectives and responsibilities

Some committees may have more detailed objectives than others. Depending on the organization, there may be specialists who handle certain aspects of the event, reducing the committee's responsibilities.

Regardless, make sure to:

  • Discuss key areas: Cover all relevant topics.
  • Develop action plans: Create plans for each task.
  • Assign roles: Designate specific individuals to handle each task.

By addressing these areas, the committee can effectively plan and execute the event.

Speakers

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

Event requirements

The number and calibre of speakers will depend on the event type. Typically, there should be at least one key speaker and a coordinator to handle summarizing comments and managing questions and answers.

Selection considerations

Consider whether the speaker is suited for the role, known for being a great speaker, and available. Securing diverse speakers outside your network can take time, so start early.

Advantages of diversity

Diverse speakers and collaborators offer two main benefits:

  • Avoids repetition: Prevents getting speakers with similar viewpoints.
  • Encourages new perspectives: Challenges participants to think differently about the topic.

Speaking fees

Include any financial costs in the event budget.

Preparing the speaker

Communicate all expectations to proposed speakers before their engagement. Provide them with a checklist that includes:

  • Avoid acronyms and jargon: Use clear language and avoid complex graphs and charts.
  • Pre-event documents: Send all documents to participants a few days prior to the event, especially if using accessibility services like captioning or sign language interpretation.
  • Describe visual materials: Verbally describe slides, charts, and other visual aids.
  • Alternative text: Ensure all images have alternative text.
  • Video captions: Provide captions for all videos.
  • Accessible documents: Ensure all documents are accessible or have an accessible alternate format.
  • Printed materials: Prepare printed copies in larger font on site.
  • Presentation font size: Use a font size that can be seen from a distance.

Use of pronouns

Address guests, speakers, and attendees using their preferred pronouns. Refer to the RFHS Gender Pronouns Guide for more information: MyPronouns-RFHSResourceGuide.pdf.

Land acknowledgment

The Rady Faculty of Health Sciences is located on Treaty 1 Territory and the homeland of the Metis Nation. We acknowledge our obligation to serve diverse Indigenous communities, implement the Calls to Action, and work with Ongomiizwin to advance the Principles of Reconciliation from the Truth and Reconciliation Commission of Canada. More details are available in the Rady Faculty of Health Sciences Reconciliation Action Plan, led by Ongomiizwin, the Indigenous Institute of Health and Healing.

Participant input

In event planning, accessibility is often overlooked, creating barriers that can be physical, informational, technological, communication-based, systemic, attitudinal, or behavioral. These barriers are often unintentional or invisible.

Ask about needs

Start by asking participants about their needs well in advance. Provide sufficient information so they can plan their participation effectively.

Active offer

Make an “active offer” by inviting attendees to contact the department if they need any support to attend the event, including special or dietary requirements. Include this offer in calendar invites or other event invitations.

Accessibility checklist

Consider including an accessibility checklist with your active offer. This checklist might cover:

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

Follow up

Respond to any requests promptly. If you cannot fulfill a specific request, follow up with the individual to explore alternative arrangements.

Advertise accessibility

Promote the event by detailing the available accessibility provisions and providing contact information for additional concerns. Since people may have encountered inaccessible venues before, offer the checklist as proof of your commitment to accessibility.

Event management

To provide an inclusive and smooth experience at your in-person event, it's essential to address accessibility needs effectively. 

Here are key steps and practices to follow, ensuring that all participants can engage fully and comfortably. From testing equipment to simplifying communication, these guidelines will help you create an accessible and welcoming environment for everyone.

Onsite support

Have someone onsite to ensure follow-through on all accessibility points.

Test accessible technology

Prior to the event, test all accessible technology equipment and services.

Use microphones

Even if presenters or audience members feel confident that they are loud enough, ask them to use a microphone.

Activate captions

Ensure captions are activated on any video used in the presentation.

Encourage breaks

Encourage hourly breaks to accommodate all participants.

Note-taking and transcription

Consider having someone take notes or transcribe the event, especially for those who cannot keep up with note-taking and discussion. Make these notes accessible after the event.

Repeat questions

During Q&A sessions, repeat questions posted by the audience before responding, especially if there is no roving microphone.

Organize breakout groups

Maximize distance between breakout groups by having each group go to different corners of the room or side rooms.

Simplify language

Presenters should repeat questions and convert technical jargon or complex phrasing into plain language, or clarify heavily accented speech for better understanding.

Address potential barriers

Work with participants and service providers to address any potential barriers or issues that may arise.

In-person events

An in-person event is one where all attendees gather in a physical location. 

The main advantage is human interaction, which is valued in many fields for networking and engaging with experts. Many also prefer in-person events due to the reduced distractions they offer. 

Site selection considerations

When selecting a site, carefully consider accessibility:

  • Accessibility
    • Barrier-free pathways, including doorways and aisles
    • Accessible and gender-inclusive bathrooms
    • Catering facilities
    • Clear signage for locations and directions
    • Dignified entrances
    • Availability of requested hearing and visual aids
    • Safe environment for individuals with chemical and light 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 spaces and adjacent areas
    • Wheelchair-accessible activity tables with room for snacks, medications, and session materials
  • Acoustics
    • Availability of assistive listening devices
    • Limiting unnecessary background music
    • Public address (PA) system
    • Roving microphone
    • Seating near the presenter for lip reading
    • Well-lit space for an interpreter
  • Transportation
    • Accessible parking near the venue
    • Adequate transport between venues
    • List of accessible transportation options, such as buses, taxis, subways, and local non-emergency ambulance services
    • Accessible overnight lodging options for conferences
    • Proximity to bus stops
  • Seating
    • Accessible seating integrated into the room setup
    • Chairs with high backs for balance support
    • Accessible seating not separated from the group
    • Spacious room layout so everyone can see the front
  • Meals and refreshments
    • Clearly indicate allergens and provide gluten-free, vegan, vegetarian, or other dietary options
  • Technology
    • Electrical outlets in accessible seating areas for devices, laptops, etc.
    • Extra space or work surfaces
    • No loose cables across walking areas
  • Service animals
    • Comfortable space for service animals to rest during the event
    • Nearby accessible toileting and watering facilities
  • Safety
    • Ensure accessible safety plans are in place

Online and hybrid events

COVID-19 has increased the popularity of virtual events and webinars due to their flexibility, interactivity, and cost-effectiveness. 

These formats save money on travel, transportation, food, and hotel costs, and for organizers, eliminate venue expenses.

Platform selection

If you're hosting an online event, research the features of your chosen platform to ensure it meets accessibility guidelines and aligns with participants' needs. A well-chosen platform can support extended event durations, unlike in-person events which have fixed timeframes. Zoom, for example, offers accessibility options; visit their website for guidance on enhancing accessibility.

Hybrid events

Hybrid events combine in-person and virtual elements, allowing some participants to attend physically and others online. While hybrid events offer benefits, evaluate your options to determine the best fit and perform a comparative cost analysis of the alternatives.

Consultation

To design an accessible event, consult with individuals who have special needs. Ask questions, observe, and learn about overcoming their specific barriers. This collaboration will increase your awareness and ability to plan inclusive virtual events that are accessible to participants worldwide. Ensure the platform is user-friendly, complies with EDI policies, and is universally accessible.

Metrics

Use statistics and data from your event to improve future events. Feedback and questionnaires are often more likely to be completed during virtual events, especially if strategically placed.

Budget

When planning your event, account for various costs, including:

  • Committee costs
  • Venue costs
  • Rentals for specialized equipment and staff

Additionally, services such as real-time captioning and sign language interpretation may incur extra costs for personnel, technology, and power. Ensure your budget includes these expenses to cover all necessary services.

Resources

For additional information, see the links below:

Related resources

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Days of significance

To enhance our knowledge and create a shared understanding of our community the following calendar contains cultural, religious, national, and international Days of Significance. This is a living calendar; some dates will change from year to year according to various religious and/or cultural calendars.

Contact us

Equity, access and participation
Rady Faculty of Health Sciences
467 Chown Building, 753 McDermot Avenue
University of Manitoba (Bannatyne Campus)
Winnipeg, Manitoba R3E 0W3

RadyEquity@umanitoba.ca