Guide to the Administration of Canada Research Chairs at the University of Toronto

This document is also available in pdf form.

1. Introduction

This nomination guide is designed to fulfill the objectives of the University of Toronto’s Equity, Diversity, and Inclusion Action Plan for the Canada Research Chairs Program (CRCP). By collecting in one place numerous ongoing initiatives at U of T that contribute to the University’s regular recognition as one of Canada’s Best Diversity Employers, this guide provides CRC selection committees at U of T, as well as other interested parties, with recruitment, evaluation, and selection practices that promote equity, diversity, and inclusion (EDI). This guide explains the process of CRC nominations at U of T and outlines requirements pertinent to the academic divisions; affiliated hospitals will amend this document or develop additional, complementary content to reflect their own recruitment and employment policies and practices. This guide also includes links to forms and templates relevant to both the divisions and affiliated hospitals.

The CRCP offers Canadian universities, together with their affiliated research institutes and hospitals, the opportunity to nominate outstanding researchers for Chairs in areas that will further institutional research priorities, advance institutional capacities to generate and apply new knowledge, and enhance the research training of highly qualified personnel.

For full details on the CRCP, please visit http://www.chairs-chaires.gc.ca/home-accueil-eng.aspx.

Recognizing that the achievement of a more equitable, diverse, and inclusive research community is essential to the creation of significant and innovative research, the CRCP is committed to the removal of barriers faced by under-represented and disadvantaged groups. Following a fifteenth-year review, the CRCP has developed Equity, Diversity, and Inclusion Requirements and Practices and a CRC Program Equity, Diversity, and Inclusion Action Plan. Institutions must fulfill updated requirements for recruiting and nominating Chairs, whether for internal recruitments (open to existing faculty members) or external recruitments (to attract new faculty members). In cases where CRC monitoring finds that a nomination process did not follow these requirements, the program reserves the right to withdraw a nomination, suspend future payments, or terminate a Chairholder award.

In addition, institutions must set equity and diversity targets to address the under-representation of members of the four designated groups (women, persons with disabilities, Aboriginal peoples, and members of visible minorities[1]) among their Chairholders. Institutions must meet these targets by December 2019.

In keeping with its ongoing commitment to equity, diversity, and excellence, the University of Toronto has accepted as minima the national targets set by the CRC Secretariat. Chairholder targets for the University are available on the U of T CRC website.

2. Allocation of Chairs at the University of Toronto

University oversight of CRCs resides in the portfolio of the Vice-President, Research and Innovation (VPRI), which works closely with the Vice-President and Provost, divisional leaders, and the leadership of the Toronto Academic Health Science Network. The VPRI, in consultation with the Vice-President & Provost, is responsible for managing the University’s allocation of CRCs, including the distribution of Chairs (by Tier and Council) across academic divisions and hospitals, informed by a formula similar to that used by the CRCP (a three-year rolling average of tri-agency research funding). Strategic considerations, including faculty complement planning to advance key areas of research, are also taken into account. Academic leaders in the divisions and hospitals follow a similar process to determine the departments/research areas where a CRC would best advance priorities. In addition, the institution takes into account its equity and diversity targets and gaps when allocating Chairs to a department or faculty.

In communicating CRC allocations to eligible institutions, the CRC Secretariat identifies a specific number of Chairs by Council as well as Tier, but allows for some adjustment within a “corridor of flexibility“. The University recognizes that the proportion of Chairs by Council and Tier should be roughly maintained, and has always sought to stay as close as possible to its original allocation. The University’s Research Services Office monitors divisional and overall use of “flex moves” within U of T, and seeks to guide the University’s allocation back toward its original Council and Tier count as part of a national effort to honour the intended distribution of Chairs across Councils and Tiers. Requests from hospitals and divisions to alter the Council or Tier of any Chair must be approved by the VPRI, which considers the case for altering the nature of the Chair and takes into account how closely both the University and the division/hospital align with their original allocations.

In every case of a CRC being vacated (whether due to an unsuccessful nomination, the end of a second term, or a retirement or other departure from the University), the division must request that the Chair be returned to it for the purposes of a new nomination. The division must submit a completed Chairslot Retention Form that includes the following information:

  • a rationale for limiting the pool to internal candidates (if applicable)
  • an identification of the field of research that will appear in the CRC posting (keeping in mind the CRCP’s interest in identifying a broad field of research to attract a diverse pool of applicants)
  • a commitment by the division to adhere to the CRCP’s requirements for equity, diversity, and inclusion

The VPRI will either grant the request or refuse it in order to address an overall adjustment to the University’s allocation or an imbalance in the internal distribution.

3. Affiliated Hospitals

The University’s affiliated hospitals are separately responsible for developing their own processes and documents that fulfill the CRCP requirements, and are responsible for managing and administering their own Chairs. There are, however, several key points at which the hospitals must work closely with the University regarding CRC allocations and nominations:

  • The University manages the allocation of Chairs to the hospitals.
  • The awards are sub-granted to the affiliated hospitals through Inter-Institutional Agreements.
  • Hospitals must request University approval for the use of flex moves.
  • Hospitals must inform the University when they have selected a nominee; the hospital provides the Research Services Office with the executed Affiliated Hospital Nomination Form and signed Hospital Nomination Acceptance Letter in order to facilitate the release of online forms to the nominee.
  • The University is responsible for submitting hospital-based nominations to the Secretariat.
  • Hospitals must notify the University if an award needs to be terminated (the University will then inform the Secretariat of the early termination).

These processes are supported by ongoing communication between the hospitals and the University. The University and the hospitals will continue to use the Toronto Academic Health Science Network Research Committee as an opportunity for strategic discussions regarding CRCs, and the University’s Research Services Office will continue to regularly convene meetings with CRC leads in both the academic divisions and affiliated hospitals in order to exchange information and provide updates relevant to the administration of Chairs.

4. External CRC Recruitment – Advertising the Job Opportunity and Collecting Equity Data

In the case of CRC positions tied to the recruitment of a new tenure-stream faculty member, the search process must follow all elements required for faculty recruitment under the appropriate policies and procedures found in the Academic Administrative Procedures Manual. Nominations must be submitted to the CRCP no more than 24 months from the date of the job posting.

A checklist for the process of CRC nominations tied to external recruitment is provided in Appendix 1; please review this list.

In addition to this nomination guide, all individuals involved in the recruitment of an external candidate should consult the CRCP’s Best Practices Guide for Recruitment, Hiring and Retention and the University’s Strategies for Recruiting an Excellent and Diverse Faculty Complement.

Posting and Advertising the External CRC Opportunity

The division should prepare a job advertisement using the CRC posting templates provided by the Research Services Office. For a full list of posting requirements, please see Appendix 1.

Affiliated hospitals will prepare a job advertisement using the hospital CRC posting templates provided by the Research Services Office, providing additional information as prompted.

All external job postings from the academic divisions must be submitted to the Office of Vice-Provost, Faculty and Academic Life (VPFAL), through UTORecruit. Once VPFAL approves the posting, it will send the approved advertisement to the Research Services Office for posting on the U of T CRC website.

In keeping with Employment and Social Development Canada (ESDC) recruitment and advertisement guidelines for hiring a foreign academic, all postings must be advertised for a reasonable length of time. U of T requires a minimum posting of 35 days from the date of the U of T Careers page posting to comply with University requirements to support LMIA applications (which exceeds the CRC minimum posting period of 30 days). However, a 60-day posting period is strongly recommended to ensure the unit can accumulate the required advertising evidence that all qualified Canadians/Canadian permanent residents have had the opportunity to become aware of the position, as required by policy, and to allow sufficient time to reach a strong and diverse applicant pool.

Encouraging a Diverse Pool of External Candidates

The selection committee should seek to access the largest pool of qualified applicants, generating a broad group of prospective candidates rather than tapping into a narrow pool. The committee is expected to solicit applications from individuals who identify as members of the four designated groups (FDGs).

In addition to posting the job on the University’s CRC website, divisions are encouraged to place the job announcement in venues that will reach a broad and diverse audience, including job-posting platforms, websites, listservs, journals, and professional networks targeted to under-represented groups. These venues include, but are not limited to, the following:

Committees should also seek to identify and contact discipline-specific caucuses and professional organizations that work to increase the representation of members of the FDGs within the field.

Divisions can engage in proactive recruitment, using diverse professional networks to actively seek out applications from scholars who identify as women, Aboriginal persons, persons with disabilities, and/or members of a visible minority. For example, selection committee members and divisional leaders can make personal contacts, including members of the FDGs, at scholarly conferences and invite these individuals to apply for the posted position. They can also ask faculty members in their departments to help identify strong candidates, including members of the FDGs. In addition, those involved in the search can contact colleagues at other institutions to seek potential candidates, making sure to request inclusion of members of the FDGs in this list of names.

Please note that prospective nominees who identify as members of one or more of the FDGs—like all candidates—will expect their applications to be evaluated on the basis of their scholarly credentials. Such nominees will not appreciate suggestions, whether subtle or overt, that they are being considered on the basis of their gender, race, Indigenous identity, or disability status. It is especially important that the committee’s contacts and conversations with nominees from the FDGs focus on their scholarship, their qualifications, and their potential contributions to the excellence of the division or department.

Collection of Equity Data for External Candidates

In order to be considered for a position associated with a CRC, all external applicants are required to complete a brief Diversity Survey, accessed through the University’s online application system. While submission of the survey is mandatory, responses to all survey questions are voluntary, and applicants can log a response indicating that they decline the survey. As stated in the job posting template, an individual’s survey information is strictly confidential and cannot be shared with the selection committee or human resources staff. Aggregated and anonymized data for the applicant pool will be shared only with the selection committee chair, the committee’s equity advisor, and a small number of staff in the division of the VPRI for purposes of program administration and to meet reporting requirements.

Given the CRC requirement to report on equity data, all CRC-related faculty searches will be required to use UTORecruit to receive applications.

Once the posting has closed, divisions must request the diversity survey report from the Office of the Vice-Provost, Faculty and Academic Life (academic.jobs@utoronto.ca), to obtain aggregated data for the applicant pool. The UTORecruit requisition number is required for this request. This equity report will be provided to the selection committee chair and the committee’s equity advisor.

The committee chair, in consultation with the equity advisor, will use this aggregated equity report to assess the diversity of the applicant pool. Although this step is not an explicit CRC requirement, the collection of applicant data enables the University to determine the effectiveness of efforts to recruit diverse applicants and to identify barriers to participation in the program by equity-seeking groups. If the data does not indicate sufficient diversity among the applicants, the committee chair has the option to recommend re-posting the CRC opportunity to generate a broader pool of applicants.

This aggregated equity report is also required as part of the subsequent Request for Nomination Approval package that is submitted to the VPRI.

At the same time that it makes the request for the equity report, the division may also request an applicant list summary report, which provides an overview of relevant information for all candidates (this list is not a CRC requirement and is intended for internal use by the search committee).

5. Internal CRC Recruitment – Posting the Opportunity and Collecting Equity Data

Internal CRC positions are filled through nominations within a U of T department or division or affiliated hospital, following an open call to current faculty members. Nominations must be submitted to the CRCP no more than 24 months from the date of the posting. A checklist for the internal CRC nomination process is provided in Appendix 2; please review this list.

Posting and Advertising the Internal CRC Opportunity

The division should prepare an internal CRC advertisement using the CRC posting templates provided by the Research Services Office. For a full list of posting requirements, see Appendix 2.

Affiliated hospitals will prepare a job advertisement using the hospital CRC posting templates provided by the Research Services Office, providing additional information as prompted.

All CRC postings from the academic divisions must be submitted to the Research Services Office (crc@utoronto.ca) for review. Once the posting has been approved, it will remain on U of T’s CRC website for a minimum of 30 days.

The division should engage in proactive strategies to attract a diverse pool of applicants to the internal opportunity. Divisional leaders are expected to make concerted efforts to actively identify faculty members from the four designated groups (FDGs) who meet the requirements for a CRC.

Collection of Equity Data for Internal Candidates

In order to be considered for a position associated with a CRC, all internal applicants are required to complete the University’s Employment Equity Survey. While submission of the survey is mandatory, responses to all questions are voluntary, and applicants can log a response indicating that they decline the survey. As stated in the job posting template, an individual’s survey information is strictly confidential and cannot be shared with the selection committee or human resources staff. Aggregated and anonymized data for the applicant pool will be shared only with the selection committee chair, the committee’s equity advisor, and a small number of staff in the division of the VPRI for purposes of program administration and meeting reporting requirements.

Once the posting has closed, the division will send a list of applicant names to Human Resources & Equity to obtain an equity report. At this time, HR will inform the division if any of the applicants did not complete the Employment Equity Survey; those who have not yet completed the survey should be contacted with a reminder to do so as soon as possible. Applicants who do not complete the survey will not be considered for the internal CRC opportunity and will be removed from the applicant pool. (Applicants who log a response declining the survey will remain in the applicant pool.)

The equity report generated by HR will include anonymized, aggregated equity data for the applicant pool, and the report will be provided to the committee chair and the committee’s equity advisor.

The committee chair, in consultation with the equity advisor, will use this aggregated equity report to assess the diversity of the applicant pool. Although this step is not an explicit CRC requirement, the collection of applicant data enables the University to determine the effectiveness of efforts to recruit diverse applicants and to identify barriers to participation in the program by equity-seeking groups. If the data does not indicate sufficient diversity among the applicants, the committee chair has the option to recommend re-posting the CRC opportunity to generate a broader pool of applicants.

This equity report is also required as part of the subsequent Request for Nomination Approval package that is submitted to the VPRI.

6. The Selection Committee

The membership of the CRC selection committee, whether for internal or external candidates, must be clearly documented.

  • The selection committee must include representation from at least one of the designated groups; this is a minimum requirement, and greater diversity among the committee members is encouraged. As part of the Request for Nomination Approval package, the division must describe how equity and diversity were addressed in the composition of the selection committee.
  • All individuals involved in a CRC nomination must, at minimum, complete the unconscious bias training module offered by the CRCP (when you click the link, the webinar will begin to play automatically). Committee members are also encouraged to participate in additional EDI education opportunities and resources offered by the University.
  • The committee must include an equity advisor —a faculty or staff member with a demonstrated record of training and competency in EDI—who is involved and consulted at all stages of the recruitment and nomination process.
  • The role of the equity advisor is to ensure, based on sound knowledge of CRC EDI requirements and relevant University policies, that the recruitment and nomination process proceeds on an equitable and transparent basis. Relevant EDI materials will be provided to the equity advisor by the Research Services Office.
  • The equity advisor will ensure that all committee members act in an unbiased manner and that the search process is broad and inclusive. The equity advisor will be required to identify cases of perceived bias and to express concerns and identify process issues to the chair of the selection committee, the head of the unit/division, or the division of the VPRI, as appropriate.
  • At the first meeting, the committee chair should clarify that all committee members have completed the unconscious bias training and that they do not have any conflict of interests that would prevent them from assessing candidates in an objective manner. A conflict of interest may be deemed to exist when a committee member
    • is a relative or close friend, or has a personal relationship with the applicant;
    • is in a position to gain or lose financially/materially from the funding of the nomination;
    • has had long-standing scientific or personal differences with the applicant;
    • has, within the past six years, collaborated, published, or shared funding with the applicant, or has plans to do so in the immediate future;
    • has, within the past six years, been a supervisor or a trainee of the applicant; or
    • feels for any reason unable to provide an impartial review of the application.
  • Committee chairs are encouraged to work with the equity advisor to emphasize the group’s overall commitment to the principles of diversity and excellence, and to open the committee’s first meeting with a discussion of the ways in which implicit bias can affect peer review.
  • The committee chair and equity advisor should also ensure that all committee members have the opportunity to contribute to conversations and have their opinions considered.

Selection committees should take into account any gap(s) in the University’s attainment of FDG targets among the institution’s current Chairholders. The committee chair should bring committee members’ attention to the FDG targets table found on University’s CRC website.

7. Best Practices for Evaluation and Adjudication

The selection committee must follow all of the CRCP’s requirements for recruiting and nominating Chairs. The best practices described below are offered in addition to those minimum requirements, providing selection committees with strategies for ensuring an equitable and transparent process.

The Committee members should also consult the CRC Best Practices for Recruitment, Hiring, and Retention and the University of Toronto’s Strategies for Recruiting an Excellent and Diverse Faculty Complement.

Review of Applications

  • Determine and prioritize detailed evaluation and selection criteria before opening any applications. Discuss how to evaluate applicants with an awareness of unconsciousness biases, and develop clear and inclusive definitions of excellence/quality for each criteria and the broader qualifications outlined in the posting for the CRC opportunity.
  • Consult the CRCP’s Guidelines for Assessing the Productivity of Nominees.
  • As applicable, determine the short-listing process in advance of reviewing any applications.
  • Record assessments of candidates using an evaluation criteria grid or rubric, consistently applying the abovementioned criteria of excellence to all candidates. Completed grids should be retained by the divisions.
  • Avoid holistic or intangible qualities like “fit” or perceived personal attributes. Evaluate candidates only based on qualifications explicitly listed in the CRC advertisement and the selection criteria.
  • Review all of the required materials submitted by each qualified candidate, but do not consider any extraneous information (such as personal knowledge of the candidate).
  • Conduct periodic check-ins during the review process to ensure that criteria are applied consistently to all candidates and that committee members are not inadvertently relying on other factors.
  • Keep in mind that implicit biases tend to be most pronounced when we are rushed or distracted. Spend sufficient time reviewing each qualified candidate. As much as possible, spend approximately the same amount of time considering each application.
  • Be aware of potential bias in letters of reference. Consider adopting a rule that no applicant should be excluded from consideration based on a single letter of reference.

The Interview and Campus Visit

  • When scheduling the interview and/or campus visit, avoid suggesting days of celebration or religious observation, even if they are not statutory holidays or occasions observed by the University.
  • Offer all candidates the option of accessibility accommodations for the interview. Plans for accommodation should be developed with the University’s Accessibility for Ontarians with Disabilities Act Office. Communicate information about the interview setting(s) in advance of the interview, providing candidates with details about the accessibility of locations.
  • Prepare the interview questions in advance, and review interview questions to ensure they are aligned with the criteria mentioned above. Ask the same questions of all candidates.
  • Make allowances for differences in communication and presentation style.
  • Review the strengths and weaknesses of each candidate after each interview, using pre-determined selection criteria. After all of the interviews are complete, meet to discuss and compare candidates, evaluating them based on the pre-determined criteria.
  • For additional information on planning interviews and campus visits, consult the University’s Strategies for Recruiting an Excellent and Diverse Faculty Complement.

The Programs Secretariat reserves the right to ask institutions to provide, at any time within the 48 months following the nomination, evidence that the nomination process met all requirements. The committee must therefore document the nomination and selection process. The committee chair or another designated individual should take notes or minutes at all meetings, maintaining a record of discussions and deliberations, and committee members must record their evaluations of candidates against the stated criteria. These records must be retained by the division for a period of 48 months.

8. Request for Nomination Approval

Divisions recruiting an external candidate must submit the complete appointment file to VPFAL and must obtain approval of the academic appointment through the standard University procedures.

Once the CRC nominee has been identified—through either the successful recruitment of an external candidate or the selection of an internal nominee—the division submits a Request for Nomination Approval (RNA) package to the Research Services Office.

The RNA package includes the following:

  • the signed RNA form, certifying that the search process was transparent/equitable and met all CRC requirements
  • confirmation that the level of institutional support provided to the nominee has been reviewed and is comparable to support for other Chairholders in this discipline at U of T
  • an aggregated equity report for the applicant pool
  • a short CV for the nominee
  • a written selection committee report, signed by all committee members and attesting that the nomination process satisfied all CRCP requirements

For a detailed list of requirements for the RNA package, please see Appendix 1 (external recruitment) or Appendix 2 (internal recruitment).

Upon receipt of the RNA package, the Research Services Office obtains the appropriate institutional approvals from the VPRI and VPFAL. Once the nomination is approved and that approval is communicated to the division by the Research Services Office, the division issues the Nomination Acceptance Letter to the candidate. Upon receipt of the executed letter, the Research Services Office provides the division and the nominee access to the online CRC forms.

The completed RNA package will be maintained within the Research Services Office for the required period of 48 months, and divisions will maintain their own internal records of nomination processes.

As noted above, the affiliated hospital will provide Research Services Office with the executed Affiliated Hospital Nomination Form and the signed Hospital Nomination Acceptance Letter in order to facilitate the release of online forms to the nominee.

9. Renewals of Chairs at the University of Toronto

In general, assuming that a Chairholder’s level of performance in research is maintained and barring a reduction in the University’s CRC allocation, the University allows renewal of all CRCs. For some time, U of T has normally limited Tier 1 Chairs to one renewal, for a maximum tenure of fourteen years, an approach recently reinforced by a change in the CRCP guidelines. All CRC renewal nominations require written approval by the relevant Vice-Dean/Principal, Research or equivalent, prior to the release of online forms.

The University’s practice regarding renewals is included in the Nomination Acceptance Letter and the Hospital Nomination Acceptance Letter, which are issued by the division or hospital, respectively, and signed by the nominee, with a copy returned to the Research Services Office.

Useful Links and Resources

Appendix 1: University of Toronto Canada Research Chairs Checklist for External Nominations

  1. The job advertisement must include the following:
    • all elements required for external recruitment under the appropriate University policies and procedures, found at http://www.aapm.utoronto.ca/recruitment (and approved by the Office of the Vice-Provost, Faculty & Academic Life), including a Canadians First statement
    • a posting for a minimum of 35 days on the U of T CRC website, in addition to the posting requirements for a tenure-stream recruitment
    • applications must be accepted only through UTORecruit

    AND must address the following CRC-specific requirements:

    • a clear reference to the CRC opportunity (field of research and Tier level) and to U of T’s intention to nominate the successful candidate for a CRC award
    • for Tier 2 postings, a reference to the Tier 2 justification process and language that is neither misleading nor exclusionary regarding the eligibility for a Tier 2 Chair
    • a clear statement regarding the number of Chair positions to be filled as a result of this posting
    • the use of inclusive, unbiased, ungendered language
    • a recognition of the impact of career interruptions on a candidate’s record of research achievement, and a statement that these interruptions will be given careful consideration
    • a statement encouraging members of the FDGs to apply
    • a statement of the University’s commitment to equity
    • a reference to the University’s accommodation policies, and the contact information of someone who can address requests for accommodation
    • a statement that applicants must complete the University’s Diversity Survey, along with an explanation of why the data is being collected and how privacy will be protected
  2. The search committee must do the following:

    AND must address the following CRC-specific requirements:

    • have established the application requirements, the selection criteria, and the shortlisting process prior to screening applications
    • establish a diverse search committee that includes representation from at least one of the four designated groups: women, Aboriginal peoples, persons with a disability, and members of visible minorities
    • ensure selection committee members complete the mandatory CRC unconscious bias training module prior to application review
    • ensure search committee members are aware of representation gap(s) among the institution’s current Chairholders
    • include an equity advisor (or equivalent) who is involved and consulted at all stages of the recruitment and nomination process
    • follow an interview process that
      • is as objective as possible
      • accounts for differences in communication and presentation styles
      • is explicit that career breaks for family or medical needs or community responsibility will not negatively influence the hiring decision
      • asks the same questions of each candidate
  3. The Request for Nomination Approval package must include the following:
    • a completed Request for Nomination Approval form, signed by the Dean/Principal
    • an aggregated equity report for the applicant pool obtained from VPFAL
    • a short CV for the nominee
    • a written committee report, signed by all committee members and attesting that the nomination process satisfied all CRCP requirements. The report must include:
      • a description of the membership of the recruitment and nomination committee, and a brief description of how equity and diversity were addressed in the composition of the committee
      • a description of the role of the equity advisor or designated equity champion
      • a description of the equity, diversity, and inclusion training provided to individuals who participated in the process, and verification that committee members completed this training
      • a description of the strategy and proactive efforts made to identify a diverse pool of potential applicants, including a list of the venues where the job advertisement was posted
      • a description of the measures used to ensure that individuals who required accommodation or who experienced career interruptions were not disadvantaged during the nomination process
      • a brief rationale for the committee’s selection of this nominee
  4. The division must retain the following items for 48 months:
    • a description of decision-making processes and steps used in the evaluation and selection process
    • a description of the process used to select a short-list of candidates to be invited for an interview
    • a copy/description of guidance provided to the selection committee
    • evaluation criteria and assessment grids for each candidate, completed by all committee members
    • a list of applicants and aggregated equity data

Appendix 2: University of Toronto Canada Research Chairs Checklist for Internal Nominations

  1. The advertisement for the opportunity must include the following:
    • a posting for a minimum of 30 days on the U of T CRC website
    • a clear reference to the CRC opportunity (field of research and Tier level) and to U of T’s intention to nominate the successful candidate for a CRC award
    • for Tier 2 postings, a reference to the Tier 2 justification process and language that is neither misleading nor exclusionary regarding the eligibility for a Tier 2 Chair
    • a clear statement regarding the number of Chair positions to be filled as a result of this posting
    • the use of inclusive, unbiased, ungendered language
    • a recognition of the impact of career interruptions on a candidate’s record of research achievement, and a statement that these interruptions will be given careful consideration
    • a statement encouraging members of the FDGs to apply
    • a statement of the University’s commitment to equity
    • a statement informing candidates that the completion of the Employment Equity Survey is mandatory
    • a reference to the University’s accommodation policies and contact information of someone who can address requests for accommodation
    • a statement that applicants must complete the Employment Equity Survey, along with an explanation of why the data is being collected and how privacy will be protected
  2. The Selection Committee must do the following:
    • confirm that all applicants have completed the Employment Equity survey
    • have established the application requirements, the selection criteria, and the shortlisting process prior to screening applications
    • include representation from at least one of the designated groups: women, Aboriginal peoples, persons with a disability, and members of visible minorities
    • ensure members take the mandatory CRC unconscious bias training module prior to application review
    • ensure members are aware of representation gap(s) among the institution’s current Chairholders
    • include an equity advisor (or equivalent) who is involved and consulted at all stages of the nomination process
    • in instances where an interview is used, follow an interview process that:
      • is as objective as possible;
      • accounts for differences in communication and presentation styles;
      • is explicit that career breaks for family or medical needs or community responsibility will not negatively affect the hiring decision;
      • asks the same questions of each candidate.
  3. The Request for Nomination Approval package must include the following:
    • a completed Request for Nomination Approval form, signed by the Dean/Principal
    • an aggregated equity report for the applicant pool
    • a short CV for the nominee
    • a written committee report, signed by all committee members and attesting that the nomination process satisfied all CRCP requirements. This report must include:
      • a description of the membership of the recruitment and nomination committee and a brief description of how equity and diversity were addressed in the composition of the committee
      • a description of the role of the equity advisor or designated equity champion
      • a description of the equity, diversity and inclusion training provided to individuals who participated in the process, and verification that committee members completed this training
      • a description of the strategy and proactive efforts made to identify a diverse pool of internal applicants
      • a description of the measures used to ensure that individuals who required accommodation or who experienced career interruptions were not disadvantaged during the nomination process
      • a brief rationale for the committee’s selection of this nominee.
  4. The division must also retain the following items for 48 months:
    • a description of decision-making processes and steps used in the evaluation and selection process
    • a description of the process used to select a short-list of candidates to be invited for an interview (if applicable)
    • a copy/description of guidance provided to the nomination committee
    • evaluation criteria and assessment grids for each candidate, completed by all committee members
    • a list of applicants and aggregated equity data

Notes:

[1]The Canada Research Chairs Program uses the terminology of the four designated groups as defined in the Employment Equity Act. The University has adopted a broader scope and some different terms in its definition of employment equity and diversity: Indigenous/Aboriginal people, persons with disabilities, racialized persons/persons of colour, LGBTQ individuals, and women. For consistency with CRC requirements, the CRCP’s terminology is used throughout this document.

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