Terms of Reference

The work of CTLT’s Equity and Diversity Standing Committee (EDSC) is arranged according to the following general principles and procedures:

As a key academic service unit at UBC, the CTLT has a commitment to support the equity and diversity goals in the current and emerging strategic plans. This standing committee demonstrates the CTLT’s commitment to build internal capacity (within the CTLT and at the university more broadly) to better support the development of equity and diversity knowledge and scholarship within the UBC teaching community in support of those goals.

Please note: these terms of reference are intended to be dynamic and will be updated to reflect changes in strategic direction as recommended by UBC leadership.

The EDSC membership is open to, but not limited to:

  • At least one member from each CTLT unit. These members will act as a liaison to their teams.
  • To align with the focus of the IGBVAS Task Force Report, at least one member of the CTLT’s Indigenous Initiatives team should sit on the working group.
  • A Student Diversity Initiative (SDI) member embedded at the CTLT, if possible. Members should be drawn from multiple levels in the department to ensure a diversity of voices and perspectives are represented in the work of the group. (e.g., junior to senior staff). Committee members will serve a term of at least one year, though membership may need to refresh earlier to take into consideration workloads and balance between teams. Committee members will take turns in the committee chair role. The term for EDSC chair is one year. There will always be a SMT member on the committee to ensure an effective communication cycle between the SMT and the EDSC.

The EDSC will hold monthly meetings. These meetings will be facilitated and organized by the chair.

Agenda topics will be generated by the EDSC members and could include topics suggested by the SMT and CTLT colleagues. Meeting minutes will be stored in a dedicated folder in Google Docs. Any pre-readings for meetings will be shared via email and stored in the shared folder. All EDSC members will have read and write access to this shared folder.

CTLT colleagues and partners may be invited to meetings to collaborate on specific tasks or provide information and/or expertise on a particular topic.

The EDSC may form sub-working groups to work on specific tasks for mini projects; these sub-working groups will include other members drawn from within the CTLT or from partner groups where appropriate.

Where appropriate, EDSC members will gather additional expertise from and collaborate directly with CTLT colleagues and partners to implement commitments.

The EDSC may include conversations around sensitive topics, conversations that reference individuals or have access to confidential materials. These materials and conversations should not be shared outside the working group.

The CTLT does not have a dedicated budget for the EDSC; however the SMT has agreed to support smaller requests for funding on a case-by-case basis.

The EDSC​ ​will report to and seek feedback on progress from the SMT and other CTLT committees on a regular basis.

Individual working group members are responsible to complete the tasks or mini-projects they have signed up for in a timely manner. Working group members are expected to report back on progress at regularly scheduled meetings.

The EDSC will regularly liaise with affiliated units, committees and individuals on campus (e.g. Equity and Inclusion Office, First Nations House of Learning, Student Diversity Initiative, TA Training Roundtable or its successor, Student Mental Health and Wellbeing TLEF project, SAAM) regarding their work for the purpose of collaboration, gaining expertise not held within the working group and reporting out on activities.

The committee member acting as the SMT liaison will, when appropriate, include activity updates in monthly updates to SMT Strategic meetings and seek feedback on key questions. The EDSC will report out regularly to CTLT staff via updates published monthly in the SMT Digest and updates and activities at department meetings.

The EDSC will report out annually on activities via the EDSC website (currently in production). The EDSC will report out regularly to partners and affiliated units (e.g. Equity and Inclusion Office and First Nations House of Learning).

  1. In consultation with SMT, develop an internal learning/development plan for staff focused on equity and inclusion (e.g., learning opportunities, facilitated workshops, resources for managers, resources for hiring committees, etc.).
    • Collaborate with ADs and identified CTLT team members to develop and deliver capacity-building activities with staff.
    • Identify and action opportunities to add language to call outs such SoTL Seed and TLEF.
    • Implement an annual call-out for ideas to CTLT teams for learning opportunities.
    • Collaborate with new SDI embeds on strengthening diversity knowledge and content within CTLT.
  2. In consultation with internal HR and SMT, create best of practice guidelines and resources to address workplace incidents.
    • Research and make connections to other departments on campus to build and maintain relationship and share resources.
  3. Continue work on website, which is meant to provide resources both within and beyond UBC. The website also acts as a repository for the work of the EDSC (e.g., Case Study for CTLT Teams, Indigenous Initiatives resources, webinar of territory acknowledgements panel discussion and additional resources, CTLT Positive Space roster, equity and diversity language recommendations for orientation and facilitator guides, etc.).

CTLT’s Equity and Diversity Standing Committee (EDSC) Terms of Reference (Last updated January 2018).