| A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | ||
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1 | CCC Sub-commiittee | Task and/or Recommendation (blue = recommendation) | Report | Status | Next Steps | Current Responsible Party | Date last updated | Time prioritisation | Risk | Potential Impact Description | Probability | Impact Rating | Risk score (Probability * impact) | Bryan comments | Bob comments | ||||||||||
2 | Unified Code of Conduct | Establish Unified Code of Conduct accross units | APS | Recommeded to leadership that all astro units adopt the Dunlap Code of Conduct in 2020. Faculty are approving CoC | Faculty to approve all-astro Code of Conduct | Faculty | March 2022 | Short term | Code of conduct violations occur | Department climate is damaged and morale decreases | 50% | 90% | 0.45 | CITA is presumably a non-starter. Key issues with CoC are enforceability and going either above or below what UofT requires. This problem was solved at Dunlap by hewing to UofT policies. Presumably same applies for joint CoC. CoC may need an update, but otherwise should be easy to implement. Impact would presumably be greater if violation was well known, rather than something that happened privately. | |||||||||||
3 | EDI Training | Training in EDI Topics should be provided accross all units (many iterations of this appeared throughout all reports) | APS, UTCAP, CCDI | Members of CCC advise the Training and Mentoring Committee | CCC continue to advise EDI training | March 2022 | Short term | Department loses memory of EDI training | Department loses ground in equity, diversity and inclusion principles | 30% | 30% | 0.09 | Need to decide whether we have a repeating cycle over (say) 2 years, or whether we are always looking for new training, or a mix. | ||||||||||||
4 | Resources/Documents from EDI training should be made avaliable to all members | Provided recommendation as part of initial schema. Agreed to in principle | CCC to add resources to website | CCC | April 2022 | Medium term | Resource/documents not made available. | Department members lose insitutional memory of EDI | 0.00 | ||||||||||||||||
5 | Participation in EDI training schemes should be tracked | Provided recommendation as part of initial schema. Agreed to in principle | Need to implement | Faculty in collaboration with Training and Mentoring Committee | March 2022 | Medium term | Department members stop engaging in EDI training | Department loses interst in advancing EDI | 20% | 20% | 0.04 | ||||||||||||||
6 | Participation in EDI training should be an explicit point on faculty perfromance through the ranks (PTR). | Provided recommendation as part of initial schema. Agreed to in principle | Need to implement. | Faculty | March 2022 | Medium term | Faculty stop engaging with EDI trainings | Department becomes one-sided regarding EDI participation (only students/postdocs participating) | 50% | 75% | 0.38 | Must be incorporated into research, teaching and service, both in PTR policy and in annual performance form. | |||||||||||||
7 | Provide feedback to astro unit on structure of an Indigeneity workshop | Suggested a specific workshop and that all should be welcome. | Workshops with Indigeneous focus should continue | March 2022 | Workshop is not repeated | Department loses connections to best practice re: Indigenous competency | 90% | 50% | 0.45 | Need to decide whether we have a repeating cycle over (say) 2 years, or whether we are always looking for new training, or a mix. | |||||||||||||||
8 | Provide feedback to leadership on structure of proposed training for people who will be supervising students. | Several trainings arranged in Summer 2021. | Additional annual trainings needed for mentors | CCC & TMC | March 2022 | Trainings are not repeated | Sueprvisors lose the knowledge of best practice for supervision | 90% | 50% | 0.45 | Resources may already be available for this, e.g., through SGS or SuccessFactors | ||||||||||||||
9 | Mentoring Scheme | Formalize/Expand Mentorship Program accross all units and all levels | APS | Provided detailed recommendations/framework to leadership in October 2020. Traning and Mentoring Committee established with focus on mentoring at all levels | Mentoring programs must be monitored and supported | March 2022 | Postdocs/students are not provided training | junior members don't get the support they need | 20% | 90% | 0.18 | Needs continued watering/nurturing. Cannot set and forget, even for a short period. What about performance/reflection reports annually? | |||||||||||||
10 | Staff Support should be provided to help run the Mentorship programs | Provided recommendation. TMC provided breakdown of tasks. Support is being arranged. | Admin support is being arranged by Alice | Leadership | March 2022 | Short term | Staff support is not hired or available. | Less efficient running of the program. More time spent by committee members and loss of value to the program | 99% | 25% | 0.25 | What about staff themselves getting mentoring? (Different approaches and needs for technical and admin staff) | |||||||||||||
11 | Monitoring the Climate | Provide Clearly Defined Protocols for Reporting Greivences | APS | Have created initial protocol for an anonymous 'dropbox' for department. | Solicit and implement feedback from Climate Committee & Leadership | March 2022 | Dropbox/in person box fails to work | Grievances are not able to be shared to satisfaction, spill out in other places (e.g. online) | 20% | 90% | 0.18 | Must have a clear line where we need to escalate things and not try and resolve ourselves. | |||||||||||||
12 | Training must be provided to those handling EDI related grievences (anonymity, confidentiality, safe spaces, legality, etc) | APS | CCC chairs met with University HR to ensure that we understand what legal framework we must abide by, this will structure what type of training is needed. | Training should be ongoing | CCC & Leadership | March 2022 | Medium term | CCC concerns are not handled with adequate care | EDI grievances are not handled properly. Poor outcomes for people submitting complaints. Legal issues. Lack of trust. | 85% | 90% | 0.77 | Must have a clear line where we need to escalate things and not try and resolve ourselves. | ||||||||||||
13 | Create a survey which can be sent to department on an annual basis to monitor status of climate | Innaugural survey: December 2021 | Surveys will be ongoing | CCC | March 2022 | Surveys cease | Department loses connection with CCC activities and are dissatisfied with perceived lack of progress | 10% | 90% | 0.09 | Key issue is that if we ask for disclosures, we create the expectation that we will do something with it. So only ask questions for which we feel empowered to act. Also must commit to producing / disseminating results promptly. | ||||||||||||||
14 | Recommended a structure for exit interviews | n/a | 0.00 | In place at Dunlap. Can use this as starting point for improvement and wider implementation. | |||||||||||||||||||||
15 | Establish Staff 'Ombuds' accross units to serve as confidential point of contact | APS | Need to identify potential person (Caroline Rabbat/other?) to be the point of contact | Leadership | March 2022 | Short term | No way for department members to formally air grievances | Severe grievances go unreported leading to damage to the community | 75% | 55% | 0.41 | Must have a clear line where we need to escalate things and not try and resolve ourselves. | |||||||||||||
16 | Hiring/Admissions Policies | Hiring and recruitment procedures should include race and indigeneity, not just gender | CCDI | CCC subcommittee provided recommendations to leadership for 2021 search, need to do this again for 2022 search. | CCC arranging 'Town Hall' on hiring practices and recommendations | September 2022 | Hiring proceeds without considering EDI | Search proceeds without departmental CCC engagement in EDI, leading to dissatisfaction on EDI issues in the department and/or frustration with potential candidates or bias in hiring | 70% | 90% | 0.63 | Need to write this down as department policy. There is a Google Doc that lays everything out, needs to be finished and institutionalised. | |||||||||||||
17 | Develop shared best practices for policies to be followed in postdoc hiring process | CCDI | Need to publicize hiring guide for 2022 cycle | March 2022 | Postdoc search proceeds without considering EDI | Postdocs are hired with varying levels of EDI engagement in the hiring process, leading to confusion and lack of diversity in different groups (e.g. fellowship vs. individual postdoc applicants) | 70% | 90% | 0.63 | Dunlap policy on hiring as starting point? Needs to be updated/improved | |||||||||||||||
18 | Develop best practices/procedures for graduate admissions | Need to engage with 2022 Grad admissions group on recommendations | Reach back out to clarify and give feedback on procedures (e.g. related to international vs. domestic applicants) for next year. | March 2022 | Graduate admissions proceed without considering EDI | Graduate admissions proceeds with naive treatment of EDI issues, leading to frustration in the department and mistrust of the admissions procedure | 20% | 90% | 0.18 | There is a simple short doc on the web page at the moment. Could be substantially improved. Key additional thing is outreach/mentoring/engagement before the application deadline. | |||||||||||||||
19 | Develop best practices for faculty hiring process | CCC subcommittee provided recommendations to leadership for 2021 search, need to do this again for 2022 search. | CCC arranging 'Town Hall' on hiring practices and recommendations | March 2022 | Hiring proceeds without considering EDI | Search proceeds without departmental CCC engagement in EDI, leading to dissatisfaction on EDI issues in the department and/or frustration with potential candidates or bias in hiring | 70% | 90% | 0.63 | Need to write this down as department policy. There is a Google Doc that lays everything out, needs to be finished and institutionalised. | |||||||||||||||
20 | Clarity in hiring process and ongoing status of all searches to be communicated with all members | APS, UTCAP | Need to engage for 2022 search | CCC arranging 'Town Hall' on hiring practices and recommendations | March 2022 | Department does not have clarity on role of CCC in suggesting EDI lens for hiring | Department does not recognise the changes made in departmental hiring related to EDI if they are not communicated back to the astro units | 50% | 70% | 0.35 | Repeating town hall on hiring every couple of years would be useful. But may be moot after this year since possibly rate of faculty hiring will now slow significantly. | ||||||||||||||
21 | Integrating Undergraduates/Marginalized Students | Overall integration of undergraduate students and the AU into department culture | Have made a series of recommendations--see below | March 2022 | Undergraduates are not well integrated into the department | Connection to the dept falls away | 10% | 50% | 0.05 | Really need to engage students as soon as they sign up for the major. At the moment, they get nothing, I believe. Low effort, big return. | |||||||||||||||
22 | Overall integration of racialized/international students into department culture | CCDI | There has been a GASA role created. | Consider other direct actions to be taken on by the units as opposed to GASA | March 2022 | Racialized students are not well integrated into the department | Attrition of racialized students, dissatisfaction with UofT astro experience | 30% | 90% | 0.27 | Mentoring pairings with higher-year students, alumni and grad students can make massive difference here. | ||||||||||||||
23 | Create a support position for graduate students, especially racialized or international | CCDI | Tasks related to this have been included in training and mentoring support role | Need to integrate support into training and mentoring support | March 2022 | Short term | Support position is not used sufficiently | Lack of support damages the feeling of graduate students | 20% | 50% | 0.10 | Hard to see how we could get dedicated resources for this in light of other competing budget priorities? | |||||||||||||
24 | Recommend that the department and undergraduate chairs meet with the Astronomy Union (AU) at least once per semester. | Gave recommendation in Nov 2020; was agreed to. | Meetings should be ongoing | March 2022 | Chairs fail to meet with AU reps | AU loses connection to the department | 30% | 30% | 0.09 | Did this happen? needs to be systemised with regular follow up. | |||||||||||||||
25 | Recommend that Undergrad Curriculum Committee reach out to AU to solicity input/feedback | Gave recommendation in Nov 2020; was agreed to. | AU and undergraduate curriculum committee ongoing | March 2022 | Curriculum committee no longer includes graduate voices | Curriculum is revised without undergrad input | 90% | 10% | 0.09 | Did this happen? needs to be systemised with regular follow up. | |||||||||||||||
26 | Recommend that the scope AST425 outcomes is expanded so there is more interaction with the rest of the units. | Meeting was had with undergraduate curriculum committee to discuss | March 2022 | 425 loses impact | AST 425 course loses its value to students or quality becomes compromised | 50% | 50% | 0.25 | |||||||||||||||||
27 | Recommend that how undergraduates are handled re: department email lists is changed. Right now it is based on course enrollment, not on e.g. specialty status. Result is that they can get dropped depending on semester and their is no easy way to reach all undergraduates. Better would be to have an email list for all majors/specialists. | This has now been implemented. | Monitor to ensure working well | March 2022 | Communication is ineffective | Undergraduate students lose connection with the units | 1% | 60% | 0.01 | ||||||||||||||||
28 | Recommend that undergrads be added to Slack | Was recommended to leadership at meeting. Main issues were logistical--ways to verify who is signing up and administrative workload. | Leadership will work with Alice/Andrew to discuss logistics | March 2022 | Short term | Undergrads miss opportunities to engage with department; N.B. could start by adding groups that are administratively easier (e.g., AST424/5) | Undergrads miss key department events like colloquia, department talks, EDI meetings, networking with peers and seniors, research mentorship (for those doing research projects), ask questions about course | 0.00 | Has been discussed extensively. Decided not viable (and also unsustainable financially). Need to make sure email lists are accurate and that info always goes out by email too. | ||||||||||||||||
29 | COVID/Mental Health | Leadership should send a message clarifying what sorts of home office things can be purchased | Gave recommendation to leadership in Nov 2020. Funding was secured | March 2022 | Uncertainty in COVID response | Community feels lost/scared/frustrated due to uncertainty in messaging from leadership | 0% | 10% | 0.00 | Unclear what ongoing UofT policy is on this | |||||||||||||||
30 | Some clarity should be provided to graduate students about new policies implemented with respect to those going over 5 years. | Policies have been updated | March 2022 | Policies are not updated | Graduate students lose connection to department and leadership, feel disconnected from the units | 0% | 10% | 0.00 | |||||||||||||||||
31 | We recommend the units run another mental health workshop with Chad Jankowski (FAS Mental Health Programs Officer). Did one in Nov 2019, but a lot has changed and there could be useful follow-up | Mental health training was arranged. More to come | Arrange additional trainings | March 2022 | Mental health is not supported | Students suffer mental health concerns, lack of morale in the units | 50% | 90% | 0.45 | ||||||||||||||||
32 | Provide subscriptions to headspace for all unit members | Suggestion came up in Feb meeting; CCC Chairs agreed this seemed like a good idea. | Subscription ongoing | March 2022 | Mental health is not supported | Students struggle to cope with anxiety and stress, reduced productivity and morale | 1% | 90% | 0.01 | Is this ongoing? Is it still being used? | |||||||||||||||
33 | Synthesize a set of actionable items from GASA mental health report | Leadership and CCC are working to implement some suggested recommendations in the GASA report | CCC Mental Health Subcommittee should meet with Bethany and Ariel to put together some recommendations. | March 2022 | Short term | Mental health is not supported | Students feel isolated and unsupported in the units, leading to lack of morale and engagement | 50% | 90% | 0.45 | |||||||||||||||
34 | Website/Resources | Develop public facing CCC website with links and resources | Website is under construction | Distribute to the units | CCC | March 2022 | Short term | Website not maintained | Community no longer has access to key resources, feels disconnected/isolated | 90% | 30% | 0.27 | |||||||||||||
35 | Compile relevant resources/point of contact (e.g. at Univerity) for those LGBTQ+ community | APS | Website is under construction | Distribute to the units | CCC | March 2022 | Short term | Website not maintained | LGBTQ2+ community feels isolated within the units | 90% | 30% | 0.27 | |||||||||||||
36 | Other Topics - CCC Logistics | Develop a updated written policy regarding continuity of CCC accross levels. | Under development | Create draft version of this. | CCC | March 2022 | Medium term | Communication between CCC and others fails | Members of the astro units lose faith in CCC | 50% | 50% | 0.25 | |||||||||||||
37 | Develop yearly report to distribute to all units | Inaugural newsletter: March 2022 | Develop draft to distribute | CCC | March 2022 | Newsletter fails to repeat | Members of the astro units no longer know what CCC does, lose connection to CCC | 50% | 50% | 0.25 | |||||||||||||||
38 | Develop structure for how yearly report contents is communicated to units | Inagural colloquium proposed for April 2022 | Schedule colloquium | March 2022 | Short term - scheduled for April 2022 | Seminars don't proceed regularly | Members of astro units fail to see CCC as valuable and active | 50% | 50% | 0.25 | |||||||||||||||
39 | Other Topics - From Reports | Make listing pronouns in the directory an option | APS | Has been implemented | March 2022 | Misgendering of astro members | Damage in relationships across department | 0% | 0.00 | Needs refreshing/reminders. (Plus directory itself is out of date) | |||||||||||||||
40 | Build standard orientation/onboarding package for all incoming postdocs | APS | Has been implemented | March 2022 | Postdocs do not feel welcome or integrated in the units | Postdocs lose connection to the units, leave early or have a bad experience | 0% | 0.00 | And new faculty too | ||||||||||||||||
41 | Sponsor women's lunches/events for postdocs | APS | Was implemented pre-COVID | March 2022 | Women do not feel connected across the units | Women become disengaged/disaffected in units | 0% | 0.00 | Need to bring this back! | ||||||||||||||||
42 | Partial teaching appointments (30 hours) for healthcare | APS | Already was avaliable | March 2022 | Graduate students have to choose between becoming overwhelmed with workload or healthcare access | Students drop out or suffer removal from healthcare while taking a reduced work load | 0% | 0.00 | |||||||||||||||||
43 | Full workload/service tracking and distribution for faculty | APS | Being implemented as part of new committee structure | March 2022 | Uneven distribution of work among faculty | Faculty dissatisfaction due to unbalanced workloads | 0% | 0.00 | |||||||||||||||||
44 | Introduce and Indigenous Astronomy Course | CCDI | New course is running | Develop ways to ensure continuity of course given Hilding's new appointment | CCC and Leadership | March 2022 | Short term | Course does not repeat | Effort put into new course is lost, knowledge generated by new course is lost | 90% | 90% | 0.81 | Need to either get Hilding's materials (someone need to ask him?) or recreate all material. First need to get a team onboard to teach it. | ||||||||||||
45 | Create a summer program for Indigenous Persons to learn about the astronomy program | CCDI | Not yet under development | CCC and TMC | March 2022 | Medium term | Fail to reach out to Indigenous community | Astro units can lose momentum in push for increase action around Indigenous issues | 90% | 90% | 0.81 | ||||||||||||||
46 | At least one designated member of each unit should complete LGBTQ+ safe space training and this information should be provided to all members of the department | APS | Not yet under development | CCC and TMC | March 2022 | Medium term | LGBTQ2+ peoples are not supported | LGBTQ2+ individuals struggle to succeed and/or leave the astro units | 90% | 90% | 0.81 | ||||||||||||||
47 | Work to mitigate disparity accross postdocs in e.g. stipends, access to summer students, etc. depending on their unit. | UTCAP | Leadership have developed programs to support postdoc supervision in SURP | Continue to monitor disparities | CCC and Leadership | March 2022 | People are paid different amounts | Pay disparities cause loss of morale among the postdocs | 0% | 90% | 0.00 | ||||||||||||||
48 | Work to mitigate disparity in fincial aid/fellowships avaliable to graduate students | CCDI | Need discuss with Graduate Chair and Leadership | Develop strategy to mitigate financial support disparity | CCC will engage with Grad chair and leadership | March 2022 | Short term | People are paid different amounts | Pay disparities cause loss of morale among the grad students | 0% | 90% | 0.00 | |||||||||||||
49 | Moderators appointed for talks/seminars to encorage inclusive/non agressive atmosphere. | APS | Need to develop seminar 'best practice' document | Engage with CCC | CCC | March 2022 | Medium term | Seminars are unpleasant | Junior members feel isolated and stop participating in department events | 50% | 30% | 0.15 | |||||||||||||
50 | Resources/Exposure for grad students and postdocs to non-academic career paths | APS | Trainings on non-academic paths developed with TMC. Trainings were held | Ongoing trainings needed | CCC & TMC | March 2022 | Non-academic trainings cease | Junior members are not supported in their career development outside of academic jobs. They can feel isolated and lack training to succeed outside of department | 90% | 90% | 0.81 | ||||||||||||||
51 | Training for outreach volunteers in handling innappropriate behavoir in external environments | APS | Still under development | Work with Training and Mentoring Committee | CCC & TMC | March 2022 | Medium term | Inappropriate behaviour occurs at an outreach event and volunteers respond inadequately | Lack of training leads to severe outcome at outreach event with potential damaging impacts to community and/or legal issues | 90% | 90% | 0.81 | |||||||||||||
52 | Establish awards that recognize graduate student service (is this EDI service?) | Need to work with leadership on all atro unit awards (Fieldus does exist. Also Dundie award exists?) | Engage with GASA and Astro leadership | CCC and Leadership | March 2022 | Long term | Students do not feel valued for EDI engagement | Students stop participating in EDI events, faculty do not see it as valuable | 90% | 90% | 0.81 | ||||||||||||||
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