Policy on Gender Representation on Decision-Making Bodies

Objective

This policy has been adopted as part of the university's responsibility and commitment to the Equal Opportunity for Women in the Workplace Act and aims to achieve an increased representation of women in the leadership and membership of decision-making bodies in the university, with the ultimate aim of equal representation.

Scope and definitions

This policy applies to all the decision-making bodies of the university which have responsibility for the institution's governance and management. The term `committee' includes Council, Academic Board and Faculty Boards and their standing committees and working parties, official departmental committees and ad hoc bodies which have responsibility for a substantial policy or project. 

In order to avoid the possibility of complaints of discrimination, both sexes must be represented in the membership of committees which make decisions affecting the academic standing or employment conditions of individual students or staff members. 

Strategies

1. At the first meeting of the committee after the ratification of this policy and annually thereafter, the chairperson will request the committee to review its membership with respect to the university's objective of achieving anincreased representation of women in the leadership and membership of decision-making bodies in the university, with the ultimate aim of achieving equal representation.

2. In the case of a new committee, the review will take place at the first meeting and annually thereafter.

3. If the committee considers that the gender representation is inappropriate in the light of university policy, the committee shall consider adopting one or more of the following actions 

3.1 co-option of additional member or members of the minority sex;

3.2 appointment of deputy chairperson of the opposite sex from the chairperson;

3.3 appointment of alternates of the minority sex;

3.4 requesting bodies or individuals with nominating rights to consider nominating a member of the minority sex;

3.5 inviting staff members of the minority sex to attend and contribute to meetings; 

3.6 examination of the terms of reference, with a view to making recommendations for changes in the composition of the committee, which may include: limited term membership; provision for ex officio members (particularly those who chair committees) to be represented by a nominee who will be a member of the minority sex; provision for a deputy chairperson or for circulation of the office of chairperson; broadening eligibility to include more junior members of staff; ensuring that ex officio membership is restricted to situations where it is really necessary.

3.7 where membership by election applies, electorates may be requested to encourage nominations from the minority sex;

3.8 any other appropriate action.

4.  Include in documents establishing the terms of reference and composition of committees the statement, `Every effort will be made to facilitate the university's aim of increasing the representation of women in the leadership and membership of decision-making bodies, with the ultimate aim of equal representation'.

5.  The Equity and Diversity Centre and the Secretariat will investigate the feasibility of establishing a register of women staff who are interested in participating in committees and make the register available to chairpersons of committees.

Monitoring and Evaluation

Gender representation in Council and Academic Board and their standing committees will be monitored annually and a report presented to the Equal Opportunity Committee. The head of the secretariat will be requested to provide the Equal Opportunity Committee with comments on the implementation of the strategies outlined in this policy.

The Equal Opportunity Committee will consider the effectiveness of the policy in achieving its objective and make recommendations for change if appropriate.

Deans will be requested to include information on gender representation on decision-making bodies in the Faculties when invited to contribute to the University's Annual Report to the Equal Opportunity for Women in the Workplace Agency.

Adopted by Council on the recommendation of the Equal Opportunity Committee, 17 May 1993