University Delegates Advisory Committee (UDAC) Terms of Reference
Mandate
The UDAC provides support to the University Delegates (UD) Network by ensuring that relevant topics and important issues facing the research community are brought forward for discussion and examination.
The UDAC will act as an advisory group for CIHR staff within the Research Programs Portfolio on research related policies, programs, peer review and other relevant matters.
Authority
The UDAC members are intended to operate in the way it deems most efficient by the Associate Vice-President, Research Programs - Operations.
Chair and membership
Chair
The UDAC will be Chaired by the Director General, Operations Support branch within the Research Programs Portfolio (or their delegate).
Membership
The UDAC Committee includes:
- The Director General, Operations Support branch within the Research Programs Portfolio (or their delegate) (Chair);
- The Associate Vice-President, Research Programs – Operations; and,
- Up to 8 members of the University Delegates Network who have been identified via a selection and election process.
Guests may be invited to attend the meeting or present items to the Committee at the discretion of the Director General accountable for the item and with the knowledge of the Chair.
Members representing the UD Network can self nominate or be nominated by peers, followed by a virtual voting process. Members may also be solicited to join the committee by invitation.
Selection of members must be informed by the need for representation from the following elements, recognizing eligible nominees are based on the UD Network membership and it may not be possible to have representation from all desired dimensions:
- University size (small, medium, large);
- Geographical region (Atlantic Canada, Québec, Ontario, Prairies, Alberta, British Columbia);
- Four (4) research pillars;
- Gender;
- Individuals with lived Indigenous experiences and/or individuals whose research focuses on those with lived Indigenous experiences;
- Individuals with lived experiences of racialized communities;
- Career stage.
As members of a CIHR advisory body, all UDAC members are required to submit a Declaration of external interests form when first appointed and annually thereafter for the duration of their membership term(s).
Term
Appointments will be for three (3) years and are renewable once. UDAC terms will be staggered to ensure a coordinated schedule for rotation of membership.
Members must be a current member of the UD Network.
Roles and responsibilities
The roles and responsibilities of the Committee as a whole, of the Chair, and of members, are described in this section.
Roles and responsibilities of the Committee
The UDAC is expected to:
- Ensure relevant topics and important issues facing the research community are brought forward for discussion and examination during monthly UD committee meetings and regular UDAC meetings; and,
- Provide advice and offer recommendations to CIHR staff on research related policies, programs, peer review and relevant corporate matters when approached via email and/or UDAC meetings.
Roles and responsibilities of the Chair
The Director General, Operations Support as Chair is expected to:
- Approve the agenda for quarterly UDAC meetings and the monthly UD agenda setting meetings;
- Bring forward discussions with the UDAC on behalf of CIHR;
- Address questions and concerns raised by the UDAC through discussion and examination during monthly UD committee meetings and regular UDAC meetings;
- Keep meetings focused;
- Allocate responsibilities on matters for action;
- Ensure that Conflict of Interest (COI) declaration and management procedures are respected and consistently followed; and,
- Provide updates to CIHR Senior Management and Executives as necessary.
Roles and responsibilities of Members
- Provide advice and offer recommendations to CIHR staff on research related policies, programs, peer review and relevant corporate matters;
- Act as an advisory group for CIHR staff on research related policies, programs, peer review, and relevant matters;
- Act as a key link with the UD Network and institutions by facilitating interactions and supporting communications between CIHR and the UD Network;
- Collaborate with CIHR’s Executive on ad-hoc initiatives;
- Represent the perspective of the Delegate's institution, its research community and the University Delegates Network;
- Understand CIHR priorities and promote CIHR initiatives and opportunities;
- Conduct mentoring activities to support knowledge transfer to newly appointed members;
- Serve in a volunteer capacity.
Meetings
The UDAC monthly meetings will convene the third Tuesday of every month from 12:30 – 13:00 ET.
The UDAC will convene via in-person meetings in Ottawa or a virtual setting up to four (4) times a year.
Ad-hoc virtual meetings may be held in between meetings to discuss upcoming meeting agenda or other topics of common interest.
Quorum
A majority of members (50% +1).
Relationship to other CIHR Committees
A UDAC member (as identified by the UDAC) will serve as the liaison between the UDAC and the UD Network.
In the event that the Associate Vice-President, Research Programs - Operations cannot participate, the Director General, Operations Support branch will report to the Associate Vice-President, Research Programs - Operations on matters of importance discussed by the UDAC.
The Director General, Operations Support branch will report to the Senior Operations Committee (SOC) as necessary on matters discussed at UDAC meetings that have operational impacts and relate to SOC’s mandate.
Minutes of UDAC meetings will be archived on the CIHR InfoNet and will be circulated to UDAC members on a monthly basis.
The agenda and minutes of UD Network meetings will reflect the discussion of UDAC monthly agenda setting meetings and will be archived in CIHR’s InfoNet and circulated to UDAC members on a monthly basis.
Evaluation
A review of the terms of reference will be completed on an annual basis during a UDAC in person meeting, before submitting to the authority for approval.
Code of conduct
Meetings will be conducted in accordance with the CIHR Code of Conduct.
Official languages
All members will be encouraged to participate in the meetings in the official language of their choice. Briefing material and records of decision will be produced in one of the official languages.
Secretarial Support
The UDAC will be supported by the CIHR UD Support Team, Operations Support. The UD Support Team advises the committee Chair and members on process, coordinates the meetings, prepares and distributes the agenda and minutes, and enables timely follow-up on committee actions.
Approval
Endorsed by the members of the University Delegates Advisory Committee on November 16, 2021.
Approved by the Associate Vice-President, Research Programs (Operations) on December 7, 2021.
Amendment endorsed by the members of the University Delegates Advisory Committee on April 19, 2022.
Approved by the Associate Vice-President, Research Programs (Operations) on May 17, 2022.
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