Terms of Reference: Governance Committee for Implementation of Government-Wide Scientific Integrity

Purpose

  1. The purpose of the Memorandum of Agreement (MOA) signed on December 9, 2016 between the Treasury Board Secretariat (TBS) and the Professional Institute of the Public Service of Canada (PIPSC) is to provide a framework for the joint development of Scientific Integrity policies and procedures in departments.
  2. The Governance Committee is responsible for reviewing progress toward the development and implementation of departmental scientific integrity policies and procedures.

Objectives

  1. The objectives of the terms of reference of the Governance Committee are to:
    1. Establish operating procedures for the Governance Committee referred to in the Memorandum of Agreement between TBS and PIPSC with Respect to Scientific Integrity
    2. Facilitate and guide the development of a common model policy on scientific integrity and departmental policies and procedures between PIPSC, Departments and Office of the Chief Science Advisor (OCSA).

A. Operating Procedures

Composition

  1. A Governance Committee is established between the:
    1. TBS, as represented by the Secretary of the Treasury Board,
    2. PIPSC, as represented by the President of PIPSC, and
    3. OCSA, as represented by the Chief Science Advisor
  2. Collectively referred to hereinafter as the "Parties".

Objectives of the Governance Committee

  1. The Governance Committee shall meet annually to assess individual departmental progress toward the development and implementation of their scientific integrity policies and procedures and decide on course correction, as required.

Activities

  1. The Governance Committee will take stock of progress towards the development and implementation of scientific integrity policies in departments and agencies. In doing so they will:
    1. Facilitate and guide the development of a common model policy on scientific integrity between PIPSC, TBS and the OCSA.
    2. Ensure the joint development of scientific integrity policies between PIPSC, Departments and the OCSA for organizations covered by the MOA.
    3. Monitor reporting by departments and agencies at National Union-Management Consultation Committees (NUMCCs) on progress towards implementing the MOA and departmental policies on scientific integrity.
    4. Ensure the inclusion of the scientific integrity principles and guidelines identified in the MOA in the policies as stated in the MOA.
  2. The Governance Committee will decide on course correction as agreed between the parties.

Authorities

  1. Deputy Heads of departments subject to the MOA are responsible for ensuring that their departmental policy and guidelines are developed jointly with a PIPSC representative, as stated in the MOA.

Governance

  1. The meetings will be chaired by the Chief Science Advisor. All three members must be present at each meeting. There will be no sub-delegation of representation.
  2. The members are permitted to bring another representative with them to the meeting as an advisor.
  3. Parties will attempt to make decisions by consensus. When consensus cannot be reached the minutes of the meeting will reflect dissenting opinion.
  4. Minutes of the meeting will be recorded, including action items and points of non-consensus. Minutes require approval of all parties attending the meeting.

Frequency of Meetings

  1. The Chief Science Advisor will schedule annual meetings to take place every December.
  2. The parties may request ad hoc meetings for urgent matters that would benefit from a quick discussion rather than waiting for an annual meeting.

Roles

  1. The Chief Science Advisor will lead the development of scientific integrity policies within the government with participating departments and PIPSC representatives and report back to the Governance Committee.
  2. The Secretary of the Treasury Board will be responsible for liaising with Deputy Heads as required to ensure objectives are met.
  3. The President of PIPSC will be responsible for liaising with PISPC representatives to ensure its member's interests are brought to the Governance Committee and information is communicated back to PIPSC members.

Location of Meetings

  1. Meetings will be held during regular working hours on the Chief Science Advisor's work premises located at 235 Queen Street, in Ottawa. Videoconference or teleconference arrangements will be available if members are outside of the National Capital Region.

Secretariat Support

  1. Secretariat support will be provided by the Chief Science Advisor's office. This will involve the preparation and distribution of the agenda, meeting materials and supporting documents, summarizing action items from meetings as approved by the members. Every effort will be made to provide the meeting agenda (and supporting documentation if available) at a minimum two business days in advance of the meeting.
  2. The Chief Science Advisor will ensure accurate records are kept of all of the matters that come before the committee including minutes of meetings.

B. Development of Scientific Integrity Policies and Procedures

  1. The parties recognize that a model policy on scientific integrity is desirable as a tool to guide departments, and agree to develop a model policy that may be used by departments and agencies as a template for their own scientific policies and procedures.
  2. PIPSC, the OCSA and TBS will draft a model policy.
  3. Once the model is completed, the CSA will consult with the departments of Science and Technology Integration Board (ADM Committee) on the draft model policy. The ADM Committee will review the draft document and provide comments to the CSA within 30 days.
  4. PIPSC, TBS and the OCSA will revise the draft model policy after receiving the comments from the ADM Committee.
  5. The model policy will be submitted to the Governance Committee for approval before being shared with departments.
  6. The parties agree that deadlines referred to in the MOA can be extended by mutual agreement.
  7. Departments are permitted to proceed with the development of their own SI policies while the model policy is being finalized.
  8. The purpose of the model policy developed is to guide departments on what they should include in their scientific integrity policies and procedures.
  9. These Terms of Reference are dated the XXXX (the "Effective Date"), as signed by the parties:

champ de saisie de la signature
Yaprak Baltacioglu
Treasury Board Secretariat

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Debi Daviau
The Professional Institute of the Public Service of Canada

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Mona Nemer
The Office of the Chief Science Advisor of Canada

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