SAC Meeting Minutes - November 13, 2023

1

Welcome and Roll call

Waheed

2

Indigenous Land Acknowledgement & PIPSC Code of Respect

Waheed

3

Review and approval of draft agenda

All

4

Approval of previous meeting minutes

Previous minutes are adopted in principle, with a few changes:

• Ensure that SAC members and friends are added to the Women in Science mailing list, as well as the Scientific Integrity Committee and Focal Points mailing lists.

Administrative assistant is to send minutes to translation and post them online.

All

5

Action items from last meeting’s minutes

Collecting stories from our scientists

PIPSC had previously published an interview with one of our scientists. Waheed would like to send out a new invitation for our members to share their stories, and share them at the AGM. The goal is to showcase our scientists and receive feedback from our members at the AGM to improve the SAC strategic plan accordingly.

The committee would like to know how the Communications team reaches out to our members, and how best to collect their stories. Currently, members are invited to share their stories by sending them to the Better Together email. However, the committee wants to reach out more actively to our members to have stories to share at the AGM.

Lionel followed up with the new Team Lead for Communications and is awaiting a response. The information to be gathered is as follows:

• A picture of the member.
• The work they do.
• The kind of support they feel they are getting from the Institute.

AGM SAC kiosk:

• Determine audio-visual requirements for the SAC kiosk at the AGM.
• Establish a schedule for member supervision of the kiosk.
• Waheed is to send an email showing what the kiosk will look like.
• Ensure the kiosk has stickers and other visibility items.

Waheed

6

Preparing for the PIPSC AGM

AGM SAC Quiz:

The quiz prepared for the kiosk has been translated, and the survey link will be tested shortly. The final link will be shared with the committee once completed.

Determine whether the quiz will be available exclusively online or whether printed copies should also be distributed at the kiosk.

To increase participation, the SAC could organize a draw for participants who answered the quiz. Eligibility is not to be rated according to score, and the winner will be selected randomly from the submissions. Possible prizes include PIPSC visibility items.

Set a clear deadline to complete the quiz, and compile participants who answered digitally and in print. The winner is to be announced the next morning, early enough to ensure participants can still pick up their prize before leaving.

Challenges to consider in distributing the quiz:

• Avoid answer-sharing between members.
• Protect sensitive information if using a web randomizer to determine a winner (associate name to number).
• When to share the correct answers- immediately after members complete the quiz or at a later time? Consider obstacles with compiling email addresses and distributing answers.
• Consider members who might not use or have access to a smartphone to fill in the survey online.

The solution might be to simply send out an all-member email to provide correct answers and promote visibility and awareness of the committee.

Other:

The topic of considering the various policies of scientific integrity under different employers should also be addressed, especially for the next bargaining rounds. Unfortunately, training offered to new researchers is often only about copyright and security concerns, neglecting the importance of scientific integrity. The committee should communicate this to the Focal Points team and continue to work closely on the matter. Perhaps the various policies on scientific integrity could be compiled and posted on the PIPSC website. A formal definition of scientific integrity should also be included in the quiz.

The kiosk could have a list of the committee members and friends accessible by link or QR code. This is to give members a better idea of who represents them and who to reach out to. A few printed copies can also be made available.

By using QR codes, the committee can show environmental-friendliness and help maximize the use of iPads reserved by the Institute at the AGM.

Waheed

7

Science Symposium: Draft Concept Note

The focus of this agenda item for today is simply to look at what should be included in the concept note, not to finalize it. Once input is gathered from the members on the potential areas the science symposium should include, the SAC is to take it to the board and provide a general plan. Topics should be varied and consider the perspectives and interests of our entire membership, not only the present committee.

The Science Symposium should be a one-day to one-and-a-half-day event packed with dynamic sessions and opportunities for networking. The closing session should be compelling, with high-profile decision-makers or individuals involved with the treasury board to attract a diverse audience. By hosting it somewhere in the NCR, there can be increased participation from our members. There should, however, also be a virtual component to the symposium to allow for the participation of members who cannot attend in person.

Reach out to various departments for sponsorships, providing them with opportunities to showcase their scientists and their work. By inviting MPs, the Chief Science Advisor, and other government officials who endorse public science, it is a great opportunity to communicate the challenges faced by Canadian scientists and underscore the importance of science investment. Prioritizing themes that resonate with the Canadian public, such as safety, food, air quality, water, drugs, etc. as well as gender diversity and representation of women in science, the event could gather more media attention. Perhaps indigenous science and the production of knowledge can also be incorporated.

Another priority should be youth engagement, where discussions on career development and funding challenges are addressed head-on. The symposium should generate a compelling summary or even critical recommendations to present to stakeholders. As for the fiscal viability of the event, the committee should aim for cost-effectiveness and actively seek sponsorship from relevant organizations like the Canadian Science Policy Conference.

Another goal is to amplify awareness of the contributions of PIPSC scientists to public well-being. By articulating the real-world consequences of cutting funds to public science, we can hope to mobilize public support which is very powerful. However, the committee recognizes that unfortunately, many budget cuts occur in projects that are not so obvious to the public and that there is a real need for improved communication between the Institute and the public.

With upcoming federal elections, the SAC should utilize the momentum generated by the PIPSC AGM to pursue its objectives and avoid committee events becoming insular and ineffective. Even if our scientists take a non-partisan approach, elections can have a serious impact on funding which means the committee should implement its projects sooner than later. Evidence-based policy-making is of the utmost importance, and we should advocate for sound decision-making informed by science. It is in the nation’s best interest to do so rather than follow harmful political narratives such as the denial of climate change.

To have an impact, it will be critical to have real case studies showcasing the importance of public science with ample data and pertinent themes. These could relate to farmers or oceans, which, despite sounding disconnected from daily life directly impact every Canadian. It is crucial to dispel the mentality that the work of public servants is unnecessary, or that niche topics do not have real-world implications.

Another important challenge for healthy public science is the difficulty with knowledge sharing- more specifically the lack of digital infrastructure to do so safely and effectively. Funds should not only be used to build labs (which are important), but also to build mechanisms for our scientists to communicate and support each other throughout the nation.

In drafting the concept note for the symposium and presenting it to the board, the committee should anticipate questions about event costs. While the exact figure is unknown, efforts will be made to be cost-effective, obtaining external sponsorships for example or inviting our retired members to contribute. The committee firmly believes that the symposium is worth it.

The input from today’s discussion has been very valuable, and members are invited to further consult the current draft of the concept note found in the Google Drive and provide feedback on there as well.

Waheed

8

Roundtable

All members and friends present provide closing remarks. The next meeting date remains uncertain, as mandates will end in December and the composition of the committee remains unknown. Nevertheless, current SAC members will continue to collaborate as they are colleagues with a shared vision.  The committee reiterates the need for a 3-year term to ensure continuity.

The advantages of virtual committee meetings are highlighted, emphasizing cost efficiency, avoiding travel challenges, and the ability to reach a large online attendance.

A congratulatory note is extended to the PIPSC staff for the successful ratification of their new collective agreement as  IAM 3011 and the anticipation of the SAC members meeting at the AGMis expressed.

9

Meeting is Adjourned.