Committee Description
In response to expressions of concern that Council received in fall 2020, a committee was set up to look at the issue of diversity and bias in the medical profession. This included an internal focus on the College’s operations, processes and procedures and an external focus on how the College interacts with its members and the public. While the initial focus was on racial diversity, at the January 2021 Council meeting, the committee was determined to be a standing committee with specific terms of reference and the ability to look at the issue of diversity and bias. The initial narrow scope for the committee was expanded to address issues of diversity and bias in relation to the College and the medical profession.
Mandate
The Diversity and Bias Committee (the “Committee”) shall assist the Council of the CPSS (the “Council”) by:
a) Supporting the Council/College (Registrar) to identify barriers to diversity and inclusion in its operations.
- Review CPSS policies, procedures and processes to ensure there are none that
- may promote structural discrimination.
- Encourage affirmative action to support diversity and inclusion in our practices.
- Ensure staff are trained to acknowledge implicit bias.
- Promote a safe and inclusive work environment for CPSS staff.
b) Supporting Council/College (Registrar) to address issues of racial discrimination through culturally appropriate concerns of care/investigations processes.
- Ensure staff interacting with the public, physicians and agencies have cultural humility training.
- Encourage cultural humility training for physicians /learners and newcomer physicians.
- Consider different approaches when appropriate, in how concerns that allege racial discrimination can be reviewed; (awareness, education, Alternate Dispute Resolution (ADR) rather than formal discipline proceedings to enhance behaviour change).
c) Supporting registrants of the College to improve knowledge of diversity, bias and inclusion.
- Education; online, conferences, symposiums, DocTalk.
- Consider voluntary versus mandatory.
- Partnering with the College of Medicine (COM) and the Saskatchewan Medical Association (SMA) to create a cultural education program for physicians who are new to Canada, including a focus to improve patient-physician communication.
- Review registered concerns for common trends and examine concerns identified by newcomer physicians that may signal they require enhanced education and orientation.
Committee Composition and Governance
Membership
The Committee shall consist of College Council members and staff appointed annually by the Council of the CPSS. Other individuals maybe appointed at the discretion of Council. The Council shall appoint a Chairperson from the membership of the committee on an annual basis.
Role of Chair
The role of the Chair of the Committee is to:
- manage the work of the Committee and its meetings;
- work with assigned staff to schedule meetings and develop agendas;
- report as necessary to the Council;
- ensure the Committee fulfills its duties as outlined in these terms of reference;
Another member of the Committee shall perform the duties of the Chair in the Chair’s absence or in the event of a vacancy in the office of Chair.
Role of Staff
The role of the staff in supporting the Committee is to:
- assist the Chair with scheduling meetings and developing agendas;
- attend Committee meetings and take Minutes;
- draft Minutes for review by the Chair;
- identify issues and initiatives for review by the Committee and support development of related policy;
- keep the Committee advised of relevant national and international issues and initiatives;
- undertake research on specific issues as directed by the Committee;
- provide administrative support; and
- carry out the operational duties required to support the functions of the Committee.
Meetings and Quorum
The Committee shall meet at the Call of the Chair, but at least biannually. Meeting may be in person or virtually. Members unable to attend a meeting may present their perspective or opinion to the Chair prior to the meeting either verbally or with a written submission.
A majority of the members of the Committee constitutes quorum. In the case that quorum is not met, committee members can continue the meeting, but no decisions will be enacted until quorum is met.
Decision
Decisions will be made by consensus. If consensus cannot be reached, simple majority vote by the members present shall be followed.
Reporting
- 1. The Chair reports to the Council.
- 2. The Committee will report in writing at least annually to the Council.
Review and Changes to Terms of Reference
The Committee shall review these terms of reference on an annual basis and recommend any changes to the Council. Modifications to these terms of reference shall not take effect until approved by Council.