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Accountability & Transparency

Canada Research Chairs – Equity, Diversity and Inclusion

Public Accountability and Transparency Requirements

Internal document guiding our compliance with the CRC requirements

25 September 2017

Equity, Diversity and Inclusion Public Accountability and Transparency Requirements (by October 27)

Institutions must also continue to meet these requirements throughout the fiscal year, and must review and update their public accountability webpages by October 31 of each year to remain eligible for the program. These public accountability and transparency requirements include:

1)      an equity, diversity and inclusion commitment statement related to the CRCP and institution’s broader research enterprise;

The university’s diversity statement meets this requirement:

Diversity is the recognition and acknowledgement of multiple and overlapping identities. These identities include but are not limited to: race, ethnicity, culture, nationality, linguistic origin, citizenship, colour, ancestry, place of origin, creed (religion, faith, spirituality), family status, marital status, ability or disability, sex, gender identity, age, sexual orientation, education, style, socio-economic class, and political belief.

Diversity enriches community. Royal Roads University is committed to appreciating and celebrating the diversity of students, faculty, and staff. We strive to increase understanding and acceptance of each other, thereby making us more compassionate human beings and strengthening the fabric of our communities.

2)      a strategy for raising awareness within the institution of its commitment to and the benefits of equity, diversity and inclusion within the CRCP and the broader research enterprise;

The purpose of an employment equity plan is to develop strategies that address the causes of under-representation of designated groups and set goals for the achievement of a representative workforce.  The following strategies will form the basis of the plan:

a)      Incorporating employment equity planning into the Human Resources Business Plan.

b)      Creating positive practices and a supportive work environment that enhances the opportunity to achieve and retain a representative workforce, i.e., a favourable effect on the employment status of designated groups of employees.  Key to this strategy is an organizational culture that is welcoming to members of designated groups.

c)      Communication strategies and plans will be developed to:

  • raise employee awareness about employment equity, the rationale for the program, and its implementations for present and future employees;
  • provide periodic information sessions on any planned activities; and
  • incorporate employment equity objectives and plans in management training, employee orientation, communication strategies and public relations activities.

d)      Ensure the principles of fairness and equity are incorporated into all aspects of employment, particularly recruitment and hiring strategies:

3)      integrate employment equity awareness training as part of all selection procedures;

RRU is committed to providing ongoing training for all faculty and staff in the importance of supporting and fostering equity, diversity, and inclusion. RRU provides training for faculty and staff in the forms of workshops, lunch hour sessions, celebration of Pride, Professional and Continuing Studies initiatives such as Indigenous Cultural Training, and various conferences (Leadership Conference) that include panels and presentations on diversity and inclusion.

The Allan Cahoon Global Advancement and Diversity fund intends to meet the objectives of the university's philosophies on global advancement and diversity. On an annual basis, the Allan Cahoon Global Advancement and Diversity Fund is made available to faculty and students through two competitions, administered by Research Services. Funding is dedicated towards an annual project led by a core faculty member, permanent staff member, or student under faculty supervision, with a focus on forging new opportunities and furthering the interests of diversity.

4)      a governance plan for the approval of the institutional Equity, Diversity and Inclusion action plan;

While the university currently has fewer than five Canada Research Chairs, the university is in full support of the need to address and correct issues regarding equity, diversity, and inclusion in the CRC program and has therefore developed an Equity, Diversity and Inclusion action plan. The President and Acting Vice President Academic & Provost appointed the Director of Research Services and the Vice Provost of Research and Interdisciplinary Studies to develop an initial institutional Equity, Diversity and Inclusion action plan in consultation with Human Resources. This plan was then submitted to the Vice President and Chief Financial Officer and Acting Vice President Academic and Provost for review, and then to the Senior Executive. The current plan is considered a starting point for in-depth discussion and consultation with the wider university community. As such, the current plan, as approved by the Senior Executive, will be shared with a working committee which will include a broad range of faculty and staff, ensuring representation from the federally designated groups, and current Canada Research Chairs. The plan is expected to be more fully developed and revised as a result of the working committee and broader consultations by June 30, 2018.


5)      for institutions with five or more allocations, a copy of their Equity, Diversity and Inclusion action plan (to be published December 15, 2017);

Not applicable as the university currently has four CRCs; however, the university has developed an EDI action plan and will publish it to the public accountability page by December 15, 2017.

6)      contact information of the individual or individuals responsible for implementing the institution’s  equity, diversity and inclusion agenda, who can respond to questions or concerns related to equity and diversity;

All employees of RRU have the responsibility to apply the principles of employment equity however, overall responsibility resides with the Vice President and Chief Financial Officer for oversight of the university’s equity, diversity, and inclusion agenda.

7)      a description of how equity, diversity and inclusion concerns received by the institution are monitored and addressed, and reported to senior management;

Should any employee have concerns about institutional climate, equity, or any other aspect of inclusivity, they would follow Human Resources policies in place for all employees, such as the Bullying and Harassment and Discrimination Procedures ( Chairholders may file grievances under the Collective Agreement’s provisions in Article 37 Grievances and Arbitration.

8)  the institution’s equity targets and gaps for each of the FDGs (or a link to the program’s equity target data). Note that numbers less than five must be withheld to protect the privacy of chairholders, unless all of the institution’s chairholders give explicit permission to share the data;

Royal Roads will report its equity targets and gaps for each of the FDGs and the progress made regarding meeting the equity targets and each of the objectives of the EDI action plan to the CRC Secretariat and publicly on an annual basis by October 31 of each year to the degree that it can without violating privacy regulations.

9)   all policies that govern the staffing of Canada Research Chair positions at the institution (to be published December 15, 2017, acknowledging that these policies may change as part of the development of the institutional action plan);

The university recruits candidates for Canada Research Chair appointments in the same way as it recruits all full-time faculty members. Canada Research Chairs are considered “special case” full-time faculty and covered by the university’s Collective Agreement with its Faculty Association.

10)  the institution’s CRCP utilization spreadsheet, which outlines how many chair allocations the institution has, how many are filled and by which chairholders (with their term end and start dates), type of flex moves used and which allocations are available;

The Director of Research Services will oversee the creation of the CRCP utilization spreadsheet.

11)  a link to the advertisements of all chair position postings for external recruitment processes, which are open to all potential internal and external candidates. These advertisements must be archived and publicly available on the website for at least three years. They must include at a minimum:

  1. an equity and diversity commitment statement for ensuring individuals from the FDGs participate within the program;
  2. encouragement for individuals from the FDGs to apply;
  3. if the position is for a Tier 2 Chair, include information on the Tier 2 justification process; and
  4. the name and contact information of an individual who can answer any questions regarding the process;

 This information is available through the university’s website.

12)  a transparency statement posted at the start of all internal retention processes, which are open only to existing faculty at the institution publicly advising internal and external stakeholders that a recruitment process is underway to fill a chair allocation. These statements must be archived and publicly available on the website for at least three years. They must include the minimum level of information necessary to meet the spirit of transparency, such as:

  1. an equity and diversity commitment statement for ensuring individuals from the FDGs participate within the program;
  2. encouragement for individuals from the FDGs to apply;
  3.  the department/faculty conducting the process;
  4. tier of the chair position;
  5. the field of research being targeted;
  6. if the position is for a Tier 2 Chair, include information on the Tier 2 justification process  (see section on Chair Position Advertisements); and
  7. the name and contact information of an individual who can answer any questions regarding the process;

To date, RRU searches for CRC appointments have been open to internal and external applicants. Should a future search be limited to internal candidates, this information will be included in the posting.

13)  a link to the program’s Equity, Diversity and Inclusion Practices page; and the EDI action plan, once approved, will be made available publicly on the university’s web site.

14)  a public report on the progress made in meeting the institution's objectives (due on October 31 of each year). 

The university will post an annual update on the university’s website.

15)  Note that as stipulated in the program’s Equity, Diversity and Inclusion Action Plan, as of October 2017, institutions must:

15.1) have provided training on equity, diversity and inclusion—including instructions on limiting the impact of unconscious bias—to all individuals involved in the chair recruitment process;

With regard to the recruitment of CRC positions, the following apply:

The university seeks to follow the practices for recruitment, hiring, and retention recommended by the Canada Research Chair program ( Training and development activities related to unconscious bias, equity, diversity and inclusion for administrators and faculty involved in the recruitment and nomination processes for chair positions is mandatory. Such training seeks to ensure that individuals from the FDGs are not disadvantaged when applying to a chair position in cases where they have career gaps due to parental or health related leaves or for the care and nurturing of family members.

All members of the search committee, as well as all administrators and other faculty that might be involved in the recruitment and nomination process, are required to undertake unconscious bias training. Currently this includes: completing the CRC Bias in Peer Review training module:;  watching the CIHR video on unconscious bias in peer review; undertaking the Harvard University Implicit Association Test; reading the Unconscious Bias and its Influence on Decision making document; and training through the university’s portal, specifically   

Care is taken to ensure that Canada Research Chair Search Committees include at least two voting members from any of the FDGs. The meeting of this criterion will be monitored by Human Resources.

At the initial meeting of the committee, and each subsequent meeting, discussion is undertaken to identifying potential biases and stereotypes, and micro-aggressions, and support is provided through Human Resources for committee members as they work through biases, stereotypes, micro-aggressions, and any other concerns identified. In the event that any member of the committee feels that a fellow member cannot work through any issues regarding potential biases, stereotypes, and micro-aggressions, the member of the committee will approach the Human Resources representative on the committee to discuss the concerns. If it is believed that a member cannot work through the issues, they will be replaced on the search committee. Search committees are provided with information regarding Royal Roads’ CRC equity targets, current representation, equity commitment and action plan, and any other relevant information.

Members of the committee are provided with advice from Human Resources and the Vice Provost, Research and Interdisciplinary Studies, on how to evaluate applications that include nontraditional components such as community-focused research.

As with every Royal Roads University faculty search, a draft list of interview questions is created by Human Resources and submitted to the Search Committee for feedback. By consensus, a final interview guide is arrived at, which requires approval by the Director of Human Resources before it is implemented. All candidates are asked the same questions in the same order during interviews. Human Resources provides guidance about questions that may not be asked at any time during the interview process. Discussions are undertaken with the search committee with regard to accommodation considerations and key steps for making the decision-making process open and transparent. All committee members are informed of the Canada Research Chair Program’s commitment to excellence and ensuring equal access to opportunities for all qualified candidates.

15.2)        provide a copy of the open job advertisement with the paper copy of all nominations (including new, advancements and foreign). The program will not accept nominations that do not include evidence of an openly advertised process; and

Copies of position postings are available from Human Resources upon request.

15.3)        collect data regarding applicants to chair positions and active chairholders who self-identify as members of the four designated groups.

Human Resources will collect and analyze this data.

  1. On October 31 each year, institutions will be required to report to the program, and publicly on their public accountability and transparency webpages, on the progress made in meeting their objectives.

All required information will be available on the university’s website