Terms of reference – Ad hoc working group of Governing Council (GC) on CIHR’s Institutes

Mandate

The ‘Ad hoc working group on CIHR’s Institutes’ is a working group of Governing Council created to support Governing Council in delivering on its fiduciary responsibilities as they relate to matters of CIHR’s Institutes outlined within the CIHR Act, associated commitments of CIHR’s 2021-2031 Strategic Plan, and the work associated with the Institute Model Review. The Ad hoc working group on CIHR’s Institutes offers foresight, insight, intelligence, and vision to inform and advise on matters related to CIHR’s Institutes.

Roles and responsibilities

The roles and responsibilities of the Ad hoc working group on CIHR’s Institutes are to provide strategic advice to Governing Council in the following areas:

Chair and membership

At its inception, the Ad hoc working group on CIHR’s Institutes is to consist of a Chair who is a Governing Council member plus up to 2 Governing Council members, up to 2 Scientific Directors (from either those who are currently in their second term or former Scientific Directors). CIHR’s President will serve as an ex-officio member. This group will be tasked with developing a framework to guide the work of the Ad hoc working group on CIHR’s Institutes as per the roles and responsibilities outlined above. Within 6 months, the Ad hoc working group on CIHR’s Institutes will expand its initial membership to include up to 3 external members with expertise in areas that will further inform the functions of the working group.

The Ad hoc working group may invite external guests (national and/or international) when input and guidance on key matters require additional expertise.

Governing Council members will serve according to their term and term renewal on Governing Council.

Scientific Directors (if applicable) will serve according to their second term as Scientific Directors or until the functions of the working group are complete. Former Scientific Directors (if applicable) will serve one term of up to 3 years (including the initial 6-month period)

External members will serve one term of up to the end date of the working group.

CIHR is committed to the values and principles of equity, diversity and inclusion (EDI) across all aspects of its business. The composition of the Ad hoc working group on CIHR’s Institutes will strive to reflect CIHR’s commitment to ensure gender equity and representation of Indigenous Peoples and Francophones. When possible, the committee will include representation of marginalized populations including, but not limited to, applicants who identify as a racialized minority, a person with a disability, and/or a member of the LGBTQ2S+ community.

Meetings

To be held on an as-needed basis but may be scheduled regularly in periods when advisory needs related to the Institutes are elevated.

Quorum

A majority of its members.

Reference

Bourinot’s Rule of Order, 4th Edition.

Authority

The Ad hoc working group on CIHR’s Institutes advises and brings forward recommendations to Governing Council.

The Ad hoc working group on CIHR’s Institutes does not have decision-making authority for CIHR.

Reporting

The Ad hoc working group on CIHR’s Institutes will report to Governing Council through its Chair.

Duration

The Ad hoc working group on CIHR’s Institutes will remain in place for a duration of 3 years to address matters of CIHR’s Institutes as per the CIHR Act, and commitments of CIHR’s Strategic Plan. Any extension of this will be dependent on the outcomes of its evaluation by Governing Council.

Evaluation

The mandate of the Ad hoc working group on CIHR’s Institutes will be evaluated annually following its implementation to ensure its ongoing compliance with the CIHR Act and fulfillment of commitments within CIHR’s Strategic Plan.

The structure of the Ad hoc working group on CIHR’s Institutes will be examined concurrently.

After 3 years and pending the outcome of the evaluation of the mandate and the structure, the Ad hoc working group on CIHR’s Institutes may evolve into a more permanent form, if it is determined that a long-term structure is necessary to meet the requirements of the CIHR Act and commitments of CIHR’s Strategic Plan. If such is the case, the composition and terms of the members will also be re-examined.   

Content and secretarial support

The Ad hoc working group on CIHR’s Institutes will be supported by an internal hub/center of information within the Agency that will be the conduit of outcomes of deliberations on the Institute Model Review by the Priority Steering Committee – Organizational Excellence (PSC-OE), to the EVP and Ad hoc working group on CIHR’s Institutes. The hub/center of information will provide direct and ongoing support to the working group, in collaboration with the Governance branch. The Executive Vice-President will be the executive lead for this work. 

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