Disponible en anglais seulement.
Preamble
Healthy Brains, Healthy Lives (HBHL) is a high profile, high priority interdisciplinary and cross-sectoral research program supported at Ï㽶ÊÓƵ by the Government of Canada’s Canada First Research Excellence Fund (CFREF), in partnership with the Government of Quebec and organizations from across sectors.
CFREF aims to help Canadian postsecondary institutions excel globally in research areas that create long-term economic advantages for Canada. HBHL was competitively selected for funding through this program for seven (7) years starting in September 2016.
HBHL is a global centre of excellence for multidisciplinary research and a hub for neuroinformatics and big data analysis. The research is centred around an advanced analytic platform for brain research—NeuroHub—that accelerates translational discoveries and enables improved brain health for Canadians and globally.
HBHL’s scientific strategy consists of a suite of funding programs designed to stimulate, accelerate, and integrate progress across the overall research program with a focus on an interdisciplinary approach across fields linked by neuroinformatics. HBHL’s objectives are achieved across four strategies: Capacity Building; Advancing Discovery; Accelerating Innovation; and Exchanging Knowledge, each with specific objectives on the discovery-to-innovation continuum.
Mandate
Established under the authority of the HBHL Board of Directors (BoD), the SSC has delegated authority to provide oversight and overall strategic direction on HBHL activities between Board meetings. The Strategic Steering Committee (SSC) is responsible for overseeing and facilitating the successful implementation of HBHL’s institutional strategy, which includes: governance and leadership, activities and milestones, budget, equity, diversity and inclusion, performance measurement, risk management and sustainability. The SSC makes recommendations to the HBHL Board, based on consultations, where appropriate, with HBHL committees and other HBHL stakeholders.
Key responsibilities
The SSC will provide advice to HBHL management and the HBHL Board regarding all HBHL activities related to:
- Ensuring alignment with the overall goals, objectives, milestones and deliverables of HBHL;
- Ensuring that HBHL is properly supported and facilitated within the University;
- Ensuring that HBHL is responsibly managed in accordance with CFREF guidelines and Ï㽶ÊÓƵ regulations and policies, to minimize legal risk and liability to Ï㽶ÊÓƵ and HBHL;
- Ensuring that appropriate procedures are employed regarding financial controls, hiring and management of HBHL personnel, and management of HBHL infrastructure;
- Establishing and approving processes for transparent and equitable resource allocation with focus on accessibility and transparency across all areas of HBHL;
- Approving the terms of reference for all HBHL-related committees except the SSC;
- Evaluating any potential public, corporate or private partnerships or funding opportunities having a direct link with HBHL activities or goals, and implementing the appropriate structures for the development and maintenance of such partnerships or funding opportunities;
- Advising and assisting as necessary to mobilize University personnel and resources beyond the immediate responsibilities of HBHL personnel and financing;
- Identifying opportunities for public outreach or dissemination of HBHL activities, programs or outcomes; providing input on strategic plans and communication strategies for such opportunities;
- Monitoring progress of projects and making recommendations for adjustments, as deemed necessary, to optimize the outcome and impacts of projects to contribute to the overall HBHL goals;
- Seeking advice, where appropriate, from the HBHL Research Management Committee (RMC), the International Advisory Council (IAC), the Innovation Committee, the Equity, Diversity and Inclusion Committee (EDIC), individual members of such committees, and/or any other HBHL stakeholders.
- Establishing sub-committees of the SSC, as deemed relevant.
Sub-committees of the SSC
The SSC may establish sub-committees to focus on a particular task or area within its mandate. Any SSC member may propose establishment of a new sub-committee to the SSC Chair who will bring it to the SSC membership for discussion and decision-making including appointing a leader and members of the sub-committee. Depending on the topic addressed, a sub-committee may be long-term (standing) or established for a limited time (ad hoc).
A sub-committee generally makes recommendations to the SSC for decision. However, in some cases the SSC may elect to delegate some decision-making capacity to the sub-committee.
Leaders of sub-committees may be members of the SSC or be invited to attend SSC meetings, when relevant, as guests.
Membership and appointments
The SSC will consist of up to eleven (11) members:
- Ï㽶ÊÓƵ Vice-President, Research and Innovation (1) (Chair)
- HBHL Scientific Director (1) (co-Chair)
- HBHL Associate Scientific Director (1)
- Ï㽶ÊÓƵ Assistant Vice-President, Research and Innovation (1)
- Ï㽶ÊÓƵ Dean of the Faculty of Medicine and Health Sciences or delegate (1)
- Director of the Douglas (or delegate) (1)
- Director of the Neuro (or delegate) (1)
- Associate Provost, Equity and Academic Policies (1)
- External Members-at-large (up to three)
The SSC is chaired by the Ï㽶ÊÓƵ Vice-President, Research and Innovation, and co-chaired by the HBHL Scientific Director. The Chair and co-Chair will assist in setting the agenda, chairing meetings, and coordinating dossiers for the SSC.SC members are appointed by the HBHL BoD on the advice of the Chair of the BoD. Members-at-large are recruited through open calls and appointed by the HBHL BoD, as per the HBHL EDI Action Plan.
Should an SSC member not be able to attend a meeting, a colleague may be delegated.
SSC members will serve for terms associated with their respective positions of relevant responsibility at Ï㽶ÊÓƵ and/or their role related to HBHL. External members will serve for a two-year term, renewable.
Ad hoc guests and/or observers with specialized expertise may be invited to participate in meetings of the SSC at the discretion of the SSC Chair.
The HBHL Managing Director attends SSC meetings in a non-voting capacity. Other HBHL staff may attend at the discretion of the Managing Director.
Meetings
The SSC will meet on a quarterly basis. Meeting dates will be scheduled in advance to ensure that all members are aware of upcoming meetings within a reasonable timeframe. Additional meetings may be held as needed, at the discretion of the Chair.
The meeting agenda will be prepared by the Chair and co-Chair with support from the HBHL Managing Director.
Quorum
A simple majority of members constitutes quorum for meetings of the SSC.
Voting Procedure
Decisions will be made by consensus. If consensus is not forthcoming within a reasonable timeframe, the Chair may proceed with a vote on the question. For the vote to be valid, a majority of members must cast a vote (quorum). Each member has one (1) vote. Normally, the Chair does not vote other than in the case of a tie.
An e-vote may be conducted when appropriate. A simple majority of all members is required for e-vote decisions. Should a voting member fail to vote by the established deadline, this will be counted as an abstention.
Recording SSC Decisions
A written record of the decisions arising at each SSC meeting will be duly documented in official meeting minutes, which, once approved by the SSC, will be available for audit upon request.
The HBHL Managing Director is responsible for ensuring that the agenda and meeting material is sent to members a minimum of 4 days prior to each meeting, and that accurate minutes of the meeting are taken and duly circulated at the next meeting for approval. The responsibility for taking minutes may be delegated to an HBHL staff member with Managing Director supervision of the content.
Remuneration
Members of the SSC serve without remuneration but will be reimbursed for their reasonable expenses incurred in the exercise of their duties at the rates applied by their home institution.
Terms of Reference Review History
- First approved by the HBHL Board of Directors on September 11, 2017.
- Second approval by the HBHL Board of Directors on Dec. 17, 2018.
- Third approval by the HBHL Board of Directors on September 16, 2019.
- Fourth approval by HBHL Board of Directors on December 14th, 2020.
- Fifth approval by the HBHL Board of Directors on February 1st, 2022.
