Terms of Reference

1.  Mission

To support Algonquin College’s strategic focus of “building a learning workplace that is respectful, diverse, inclusive and healthy” by helping employees at the college develop and maintain an environment where we recognize the dignity and uniqueness of the individual, and where we meaningfully leverage equity and diversity in our workforce and community. Achieving this mission is integral to the College-wide mission of transforming hopes and dreams into lifelong success.

2. Mandate

To advise and assist in the identification, development and implementation of mechanisms to ensure there are no groups excluded from the structure and systems comprising Algonquin College workplaces. Our ‘True North’ is to increase the diversity of our employees and ensure our workplaces are inclusive and equitable for all employees of Algonquin College.

This will include:

  • Identifying ways to eliminate barriers in employment policies, procedures and practices.
  • Supporting the implementation and monitoring of an employment equity program.
  • Informing the development of an Inclusion and Diversity Policy, Strategy, and subsequent monitoring of adherence and implementation.
  • Being a catalyst for new initiatives that will help our workforce develop an understanding of, and commitment to, inclusion, diversity and equity.
  • Communicating Algonquin College’s clear commitment to inclusion and diversity for employees.

3. Membership

Membership of the Inclusion & Diversity Circle is to include no more than 15 members who volunteer to participate. Human Resources will identify recommended members from the annual call for volunteers. Recommendations will take in to consideration the diversity of membership, cross-departmental membership, and the needs of the circle.

It is required that there will be adequate representation from:

  • members of each of the unions representing members of the Algonquin College workforce;
  • the senior leader responsible for inclusion and diversity;
  • representative(s) from all designated groups; and
  • representative(s) of the occupational groups within the workplace and various geographic locations and sectors.

4. Leadership

  1. The Inclusion & Diversity Advisory Circle shall be convened and administered by the senior leader responsible for inclusion and diversity.
  2. Each meeting will be facilitated/chaired by members on a rotating basis, reinforcing the equity of the Circle members.
  3. The duties of the convener include:
    1. Scheduling Inclusion & Diversity Advisory Circle meetings.
    2. Ensuring topics are identified and minutes are prepared for each meeting and distributing supporting materials as required prior to each meeting.
    3. Reporting to the executive sponsor.
  4. The duties of the meeting facilitator include:
    1. Opening and closing the Inclusion & Diversity Circle meeting, as well as focusing the group on agenda items.
    2. Relying on a consensus model for decision making.
    3. Encouraging the group to abide by the operating values.
  5. The Circle will determine if sub-circles are required for special projects. These sub-circles will report to the Inclusion & Diversity Circle on actions, findings and recommendations.

5. Operating Principles

Members are committed to upholding the following values in their interactions and discussions at regular meetings, in planning and decision-making, providing and executing recommendations, and measuring of outcomes:
  1. Inclusivity
    1. All contributions made by members are worthwhile and valuable.
    2. Positive language is used when speaking to contributions made by other members.
    3. Opportunity is provided for all manner of communication, including but not limited to verbal, written, indirect, and narrative, to be received by the members based on the unique needs of each contributor.
  2. Collective Success
    1. Recommendations, discussions, and measurements reflect a unified and collective contribution to results, where each member’s input adds to the greater outcome.
    2. Each member’s contribution is leveraged based on their unique strengths and gifts, as a necessary component of a well-functioning team.
    3. Humility grounds the progress of the committee’s work, as members lead by example.
  3. Wisdom
    1. All members are given the opportunity to share and contribute to meetings they attend.
    2. The expertise and wisdom held by each member belongs to the collective, and sharing is necessary to learn together and evolve towards something greater than what we can know or do as individuals alone.
    3. The opportunity to invite external expertise when identified is welcomed.
  4. Courage
    1. Exploring, identifying and overcoming exclusion, racism, bias, sexism etc. in our workplaces requires taking risks as members share their own identities and experiences.
    2. The ability to be honest and truthful while reflecting the value of member contributions is paramount.
    3. Being self-aware and accountable for our role in current systems reflects strength in vulnerability and is a core element to progress.
    4. Have confidence in oneself to contribute fully and express value from within.
  5. Momentum for Longevity
    1. Recognizing that the group is accountable for the responsible allocation and use of resources, and sustainability depends on achieving outcomes for the long run.
    2. Members are recognized as the most valuable resource and so are extended gratitude and positive feedback by other members, in order to sustain contributions for the long run.

6. Operating Process

  1. The circle is to meet twice a semester (6 meetings per year).
  2. Special meetings to be called on an as-required basis by the convener.
  3. Members of the circle wishing to have topics identified for discussion will aim to notify the convener one week prior to the meeting, if possible.
  4. The first 15 minutes of the circle meeting will be left as open time for the group to discuss or share topics or concerns as it calls to them.
  5. Upon appropriate notice, the circle may receive delegates and guests.
  6. Meeting notes will summarize discussions and recommendations, and will be distributed as appropriate and may be distributed college-wide.