Canada Research Continuity Emergency Fund

1. Training: To limit unconscious biases and ensure they are less likely to influence decision-making, all members of the uOttawa EDI-decision-making committee (see 2.3 below for details) and that of the six affiliated institutes received unconscious bias training in the form of an online training module. Faculty research administrators involved in the distribution of funds as well as recipients of the funds are also strongly encouraged to take the training.
2. Open and transparent communication: uOttawa ensured that the CRCEF program information was widely communicated through various means (i.e. briefing note, email, news bulletin and webinar) and accessible in both Official Languages. The information was shared widely throughout the organization -- to senior and executive level officials, research administrators, researchers and their research personnel across all 10 faculties and 6 affiliated institutes. The main points of contact (i.e. Program-related, HR-related, Finance-related and EDI-related) were identified within the University to answer questions or concerns in a timely fashion. In addition, the University established prompt, effective, and confidential channels to address EDI concerns and complaints and provided the leader’s name for each specific sector. The main points of contact will stay available to answer any questions throughout the full CRCEF funding period.
3. Implementation of evidenced-based processes and measures: uOttawa implemented a process to distribute the funds to affiliated institutes based on the Canadian Association of University Business Officers dataset (CAUBO) and allocation formula using the same methodology as used by the program (see Program website for details). This process was widely communicated through a Webinar presentation and the slides were shared afterwards for further consultation or transfer to other colleagues. A formal agreement was put in place between uOttawa and the affiliated institutes outlining the distribution process and reporting requirements linked to the CRCEF funding for each of the stages. Within the individual institutions, Stage 1 funds were allocated in accordance with program eligibility.

To cover the cases where needs may exceed the funds provided (Stage 1 and 2), the EDI decision-making committee within uOttawa focused on ensuring all potential expenses were reimbursed by providing standardized central resources and customized support for each faculty to maximize uptake of the funds provided by the Program. For Stage 3 – Research Maintenance and Ramp-up Costs : a prioritized list was identified, based on the principles outlined in this text.

1. Proactive measures to avoid exclusion and misinformation: In late March 2020, the Vice-President, Research began providing guidance to faculties on wage support for research personnel and students. This was followed by a formal memo on April 30, 2020, that the Vice-President sent to all members of the uOttawa research community regarding Research Personnel during COVID-19 Pandemic. The purpose of this message was to inform the research community that specific measures were being implemented to make sure that regardless of their work situation (whether they can work fully, partially or not at all), employees governed by Policy 47 (staff, technicians, research associates, etc.) would continue to receive their regular pay. Similarly, Research Assistants (CUPE 2626) and postdoctoral fellows’ contracts as well as students’ Research Bursaries should be honored regardless of the work situation.
2. Creation of a uOttawa Research Restart Taskforce (RRT): This task force is chaired by the Associate Vice-President, Research Support and Infrastructure and comprised of Vice-Deans, Research representing the arts, social sciences and humanities, and pure and applied sciences. It is charged with assessing the immediate needs of the research community and organizing the remobilization of research, while taking into account specific local contexts and constraints. For instance, the RRT implemented new opening hours to allow researchers and their teams to access their laboratories at non-standard times such as evenings until 11:00 p.m., and on weekends to provide much-needed flexibility for parents and caregivers.
3. Implementation of uOttawa EDI decision-making committee within uOttawa: The Vice-President, Research appointed the VPRO Management Committee to serve as the EDI-decision-making committee for the CRCEF program.  The Committee, which is part of the uOttawa governance structure, includes representation from individuals from various backgrounds (i.e. in terms of gender, ethnic background, occupation and linguistic profiles). It held its first meeting on this topic on July 22, 2020, to guide the decision-making process for funding distribution.

1. Alignment with uOttawa Strategic Planning: The Committee aimed to ensure that allocation of the CRCEF funds aligns with the EDI values and activities identified in the University's key strategic planning documents, Transformation 2030 and the uOttawa Strategic Areas of Research. This includes the uOttawa Indigenous Action Plan, which outlines four thematic areas to mobilize the University community in creating an environment that reflects, enhances, includes and supports Indigenous culture and peoples on campus.
2. Reaching out to key individuals across campus: Communication was sent to Directors of uOttawa Centres and Institutes, advising them of the Program and requesting their assistance in identifying eligible expenses. Their interdisciplinary mandates support individuals and/or researchers in areas that focus on Indigenous ways of knowing or gender, race or minority status (i.e. Institute of Indigenous Research and Studies, Centre for Interdisciplinary Research on Citizenship and Minorities, Human Rights Research and Education Centre, Centre for Health Law, Policy and Ethics, etc.).
3. Consultation with subject matter experts: The Committee also supplemented its perspectives by consulting with other subject matter experts from the uOttawa research community. This included some members of the Vice-President, Research Committee on Inclusion, Diversity, Equity and Excellence (IDEE); Professor Steffany Bennett, Special Advisor to President in matters of Diversity and Inclusion; as well as two research chairs holders with specific expertise on diversity, ethnic minorities and stigmatized groups. With respect to Stage 3 funds, the experts noted the Program’s list of eligible expenses was narrow and did not take into account the need to support losses in research productivity for researchers with extensive child and family caregiving responsibilities as well as for early career researchers with high teaching workloads. They noted that the time required for researchers to adapt to new teaching modes and formats and revise their courses meant they had less time to dedicate to research, and this was likely to have a long-term impact on their careers.

In determining Stage 3 funding priorities, the EDI committee considered all these within the overall context of the additional support that the university is providing to faculty members, such as additional funds for the acquisition of equipment and services for course development and delivery.

uOttawa will monitor progress and report on success through the following activities:

• To support EDI institutional data collection, the University will request that researchers who receive Stage 1 Wage Support funds participate in the uOttawa “Count Me In” self-identification survey, and that they encourage their staff and students to participate as well.  Increased participation in the survey will be monitored, and data reported in accordance with University confidentiality requirements established by the Human Rights Office.
• Researchers who receive Stage 1 Wage Support funds will also be encouraged to raise any concerns and provide feedback.
• Research Management Services will: a) conduct a follow-up debrief with faculty administrators at the University and the affiliated institutions to determine if they identified barriers during Stage 1 program administration; b) consult informally with members of at least two designated groups at the University actively monitor feedback and respond to complaints.
• The University will complete all CRCEF reporting requirements (for Stages 1 and 3), including providing any EDI-related information collected by its affiliated institutions.