TERMS OF REFERENCE

AWC MISSION STATEMENT

The Academic Women’s Caucus (AWC) is a forum for discussion of issues of interest and concern to women and non-binary academics at the University of Victoria and for the development of initiatives and strategies to address those issues. Through formal and informal channels, the AWC provides social and political networks, and advocates for positive change and a supportive work environment for our members.

AWC MEMBERSHIP

Membership of the AWC comprises women and non-binary members of the Faculty Association (including librarians, limited term appointments, research-stream and teaching-stream faculty), sessional instructors (CUPE 4163), senior lab instructors (PEA), postdocs and research associates (grant-funded employees).

AWC CHAIR

The AWC Chair will usually serve for one term of two years, running from July 1 to June 30. The expectation is that a Chair will not serve more than one consecutive term, although they may serve again later.

The AWC Chair has 3.0 units of course release annually, or the equivalent in work reduction for librarians, from the AWC budget provided by the Office of the Vice President Academic & Provost.

The responsibilities of the AWC Chair include stewardship of the following:

  • AWC Steering Committee: The AWC Chair organizes and consults with the AWC Steering Committee, in accordance with the Terms of Reference. (The composition and roles of the AWC Steering Committee are discussed below.)

  • The AWC Chair or designate will normally serve as a representative of the Caucus on relevant university committees, advisory bodies, consultations, and working groups concerned with equity, human rights, accessibility, inclusion, and institutional accountability. These may include bodies associated with the Equity and Human Rights office, the implementation of UVic’s Equity Action Plan, and other university-wide initiatives addressing policy, procedure, campus climate, and systemic barriers. The Chair or designate is expected to contribute actively to such work and to bring an equity lens to institutional discussions and decision-making.

  • National Day of Remembrance and Action on Violence against women: AWC has historically been involved in organizing this event, whose consequences transcend Engineering. The AWC Chair or designate will liaise with the Faculty of Engineering and Computer Science and participate in the organization of future events.

  • Website: The AWC Chair maintains the AWC WordPress site on the Online Academic Community.

  • Purple Prose: The publication Purple Prose is distributed electronically at least once per year. The publication is usually distributed by the AWC Chair, who may seek contributions from AWC members. The fall issue often introduces recently hired AWC members. While Purple Prose has been on hold since 2020, the AWC Chair will resume this publication with help from the AWC Steering Committee and the entire AWC community.

  • Listserv: The AWC Chair maintains the AWC listserv (or alternative communications platform), adds new members with their permission and removes them upon their request. They use the listserv to keep members informed of events, news and issues between editions of Purple Prose. They authorize member posts to the listserv upon request, as appropriate.

  • Mentorship: The AWC Chair oversees the organization of various mentorship events. From time to time, the AWC runs a Buddy System for recently hired AWC members who wish to participate. The first AWC social event of the academic year, usually organized in September, may include a mentoring event for newly hired AWC members. The goal is to provide an immediate, friendly contact on campus, usually in a unit outside that of the new member. The buddy may help the member learn about resources on campus and in Victoria; they are not intended to be a formal mentor assisting with tenure and promotion, although some relationships may develop in that direction.

  • AWC Reception:  The AWC Chair oversees the organization of a reception, usually held the fall term. The reception is scheduled, when possible, at a time when the Vice President Academic & Provost can attend. Other people on campus who may serve as resource people for AWC members are usually invited, such as representatives from the Equity and Human Rights Office, the President of the Faculty Association etc.

  • AWC Social Events: The AWC Chair oversees the organization of informal regular social events, which provide opportunities for members to network and discuss topics and issues of common interest across campus.

  • Regular Contact with Vice-President Academic & Provost: The AWC Chair usually will meet at least once per term with the Vice-President Academic & Provost (or with the Deputy Provost).  Such meetings may be used both to note positive developments and to flag on-going issues of interest to AWC members. Meetings may be arranged more often in response to issues that may arise of interest to AWC members.

  • Regular Contact with Unions: The AWC Chair will maintain regular contact with the respective unions to share information about issues of interest to AWC members and to remain aware of efforts to effect changes in policies and procedures. Where the AWC Chair sees a need for policy changes or education, they may communicate this need to the unions.

  • Individual Member Support: The AWC Chair serves as a resource person for AWC members, directing them to appropriate resources on campus to answer questions and assist with issues. (Such resources may include, but are not limited to, the Office of Equity and Human Rights and Member Services Officers of the respective unions.) The AWC Chair may accompany members to meetings upon request, but should not act as an individual advocate in place of Union representation.

  • Workshops and Speakers: The AWC Chair organizes workshops/panels and sponsors speakers on topics of interest to AWC members. The AWC Chair may collaborate with other organizations or departments on campus in sponsoring such events.

  • Relationship with MIWIN:  The AWC Chair works with the chair(s) of the Minority and Indigenous Women Instructor’s Network (MIWIN), to provide budgetary support for MIWIN activities. Usually this consists of a lunch/workshop per term.

  • Award Nominations: The AWC Chair may play an active role in nominating AWC members for appropriate awards and recognition.

  • Supervision of work-study student: The AWC Chair usually supervises a work-study student per year. The Chair applies for the position through the Office of the Vice President Academic & Provost, who directly deals with the Office of Student Awards and Financial Aid. The student may assist with the AWC WordPress site on the Online Academic Community, help with organizing events, gather material for Purple Prose, do research related to issues of interest to AWC members, and aid in various other ways to support the AWC’s mission.

  • Transition to new AWC Chair: The AWC Chair will follow the procedures outlined below regarding the selection of the incoming AWC Chair.

AWC STEERING COMMITTEE (AWCSC)

The AWC Chair will be assisted by an AWC Steering Committee (AWCSC).  The AWCSC should have as widespread representation across campus, to maintain a broad understanding of issues and circumstances across campus, to represent its constituents credibly, and to give people interested in AWC leadership an opportunity to familiarize themselves with AWC leadership roles. The AWCSC will bring matters of interest to the attention of the AWC Chair, advise them on how issues affect members in their areas, offer ideas about workshops/speakers, act as a sounding board for the Chair, and provide other consulting support. The AWCSC members are usually not expected to perform the duties of the Chair as outlined above. Every member of the AWCSC is expected to contribute to AWC activities on a regular basis. The committee normally meets twice a term and has an annual retreat.

When feasible, the AWCSC will include people holding each of the types of appointments represented under the umbrella of the AWC. It is desirable to have at least one member representing each Faculty and the Libraries. The size of the AWSCS is normally between 10 and 15 people.

Terms for the AWCSC will normally be for two years. Terms among the membership should be staggered, to ensure continuity.

When feasible, outgoing AWC chairs will serve on the AWC Steering Committee for at least one year.

When feasible, the AWCSC will include a representative from MIWIN.

SELECTION OF THE NEW AWC CHAIR

The incoming AWC Chair should have served on the AWC Steering Committee for a minimum of one year, so that they are familiar with the AWC mission and activities. Around February of a transition year (if not sooner), the current AWC Chair should send a call out to recent AWC Steering Committee members, asking for expressions of interest. If feasible, Chairs should rotate between Faculties, although a familiarity with the AWC should be the priority.

When there is more than one expression of interest, the AWCSC will vote on the incoming Chair. The vote will usually take place at least a year prior to the end of the current Chair’s term, thus allowing the current Chair and the Chair Elect time to onboard and to arrange job responsibilities before starting the term (normally on July 1st).

SELECTION OF MEMBERS OF THE AWCSC

At the beginning of each academic year, the Chair will normally send out a call for volunteers for the AWC Steering Committee to the AWC membership. To encourage people with leadership interests to join the AWC Steering Committee, the call for volunteers should state explicitly that the AWC Chair is expected to have recent experience on an AWC Steering Committee. If feasible, the AWC Steering Committee should comprise members from each Faculty and at least one librarian. If too few volunteers come forward, the existing AWC Steering Committee will actively seek other members. There is no specific size for the AWC Steering Committee, as interested women and non-binary academics are encouraged to participate. The expectation is that all interested members can participate, but the Chair may use their discretion to limit size under the unlikely circumstance that too many volunteers come forward.

POSTING AND REGULAR REVIEW OF AWC TERMS OF REFERENCE

The AWC Terms of Reference will be posted on the AWC website. The AWC Terms of Reference should be reviewed by the AWC Chair and AWC Steering Committee at least once every four years, and earlier if circumstances indicate. AWC Members may be invited to submit comments or suggestions for revision to the AWC Chair and the AWC Steering Committee as part of the reviews.

Last updated on April 20th, 2026, by the AWC Chair, Alexandra Branzan Albu and the 2025-2026 AWC Steering Committee: Jane Butterfield, Gillian Calder, Elisabeth Gugl, Navneet Popli, Pia Russell, Amy Verdun, and Audrey Yap.

The AWC Terms of Reference were drafted in Spring 2015 by the AWC Chair, Victoria Wyatt, and the 2014-2015 AWC Steering Committee: Janni Aragon, Heather Dean, Margo Matwychuk, Kim Nayyer, Kathy Teghtsoonian, and Jin-Sun Yoon.