Template for Terms of Reference (boards, committees, working groups, ….)

Purpose/Function

• A brief introduction, and if applicable: how does the purpose relate to Diversity and Equal Opportunities? what are the guiding principles?
• Who are the stakeholders?
• What does this board, committee, working group do?

Membership

• The board/committee/… is preferably gender balanced and should represent the governance structure/community/… in its diversity. Its members come from different domains and have various functions (board members, leaders, scientists, technologists, or managers). Specifically, the following areas of responsibilities are represented:
  • Institutions/Units/… (a minimum of 2 members per unit; ideally of different genders) and selected tasks/programmes/… (at least one member of specific tasks/programmes/…)
  • Students representatives (a minimum of 2 members; ideally of different genders)
• Each unit/institution/ … and students appoint two members (ideally of different genders, representing the diversity of their communities), who are invited to take turns in a balanced way, if required. Furthermore, specific areas of expertise may be represented.
• Members are appointed for a specific period of time. Members will reflect on a yearly basis their ability to contribute.
  If applicable: The board/committee/… can stay constantly open for new members. This means that the number of members is not limited, but concerning decisions, the representatives of a unit/institution/… (or student’s representatives) have to agree among themselves how to vote because the number of counting opinions is fixed and limited.
• In case appointed members do not have the resources to contribute according to their role, they will inform the board/committee/… and support the search for a suitable replacement.
• If applicable: The board/committee/… may consult other experts on an ad hoc basis

Coordination of the board/committee/…

• Who coordinates the activities?
• Who reports to whom, when, how?

Leadership of the board/committee/…

• The board/committee/… has one Chair and one Co-Chair who represent the board/committee/… internally and to external bodies. The board/committee/… will elect its Chairs from among its members. Each member can nominate candidates who will be asked if they agree on being nominated within two weeks. Each member has a vote. One round of voting will take place: The first placed person becomes Chair and the next placed person of different gender becomes Co-Chair. The tenure of the Chairs is until date XY.

Working principles

• The board/committee/… uses a mailing list to communicate all information relevant to its members.
  If applicable: All information, minutes and results will also be stored and made accessible on an online platform for the board/committee/… as well as for all project/institution/… members by the coordinator.
• If requested by the board/committee/… Chairs or the coordinator, the Chairs will have a teleconference with the coordinator prior to the meeting.
• If stakeholders or members bring in a topic with a request for confidential treatment, the committee is bound by confidentiality.
• The board/committee/… plans to have in-person-meetings/videoconference meetings on a regular basis (e.g. once a month). Additionally, open meetings and webinars to discuss specific issues will be organised (as necessary).
  Meetings are scheduled by the coordinator in consultation with the board/committee/….
  The agenda will be shared with board/committee/… members prior to the meeting.
  Preparation, minutes, and follow up of the meeting will be undertaken by the coordinator. The minutes are approved in the next meeting.
• Consultation of the board/committee/… proceeds as follows:
  • The responsible person for the implementation of the Gender Equality Plan reports on a regular basis on the status of measures and related documents.
  • Stakeholders may approach the coordinator or board/committee/… members with a request. Each member can introduce initiatives and ideas for discussion.
  • Material that requires feedback is provided online/via email. Such inputs include, for instance, the specific implementation concept for an activity, or documents such as guidelines and reports that have been prepared in advance.
  • Each board/committee/… member decides ideally within seven working days whether this input is of interest and relevance to the domain they represent, and whether they want to provide feedback and engage in the discussion.
  • Feedback can then be provided in writing or verbally within a specified period to the coordinator who coordinates the discussion. The feedback differentiates major concerns and suggestions for improvement.
  • Based on the feedback provided by the board/committee/…, the responsible person will revise the material in close contact with the board/committee/… members until all “major concerns” are clarified.
  • Finally, the board/committee/… decides on the final version of their internal recommendations by majority vote. The coordinator does not have voting rights.
• The board/committee/… members support the communication of recommendations, measures and activities in their area of responsibility.

Declaration of interests

• Board/Committee/… members have to declare immediate conflicts of interest through the foreseen procedure or registry. When issues are discussed that may involve a conflict of interest, the affected members should make this known and not participate in other specific discussions. Conflicts of interest can be reported in oral or written form and should be noted in the minutes of the relevant meeting.

Review schedule

• These Terms of Reference can be reviewed upon request by a member or by the governing body to which it reports.