Université de Sherbrooke
PA-7: Support for Underrepresented Groups

The Université de Sherbrooke recognizes the individual and collective right to an environment in which to study, to work, and to live with respect and civility, free of all forms of harassment and discrimination. To this end, the Politique visant à prévenir et à faire cesser le harcèlement et la discrimination et à promouvoir et protéger la liberté universitaire (Politique 2500-015) [EN: Policy to Prevent and Stop Harassment and Discrimination and to Promote and Protect Academic Freedom] reinforces the university's actions; it includes the definition of academic freedom, with the understanding that harassment and discrimination may not interfere with this freedom.

The policy sets out the Université de Sherbrooke's commitments to maintain a positive, healthy, and safe environment for studying, working, and living, in which harassment and discrimination are not tolerated. The policy aims to prevent and stop all forms of harassment and discrimination when they are brought to the attention of the University.

The University considers that harassment causes or may cause harm to the person being harassed and then contributes to the creation of a harmful working, studying, or community service environment. Consequently, the University disallows any form of harassment towards its members as part of one of its activities or towards anyone who uses its services. The University is committed to taking reasonable measures to prevent, stop, and sanction harassment. Silence and inaction by the university community members can contribute to the continuation of harassing behaviors. The university community members are therefore encouraged to intervene and must collaborate in dealing with alleged harassment situations, including providing all the information required by this process. They have the duty to inform those in authority of any situations they witness. University representatives will work with all stakeholder groups, including employee and student associations, to prevent and respond to harassment.

The Université de Sherbrooke offers awareness and training activities on harassment prevention to members of its community. The University promotes equity, diversity, and inclusion within its community. Campaigns to counter discrimination are organized biannually. Managers, including members of the President's office management teams, faculties, centres, institutes, and services are required to participate in any of these activities.

The University advocates prevention, problem-solving, and conciliation in matters of harassment and discrimination. As a result, it provides the university community with resources for this purpose.

https://www.usherbrooke.ca/decouvrir/fileadmin/sites/decouvrir/documents/direction/politiques/2500-015.pdf

The Université de Sherbrooke prioritizes prevention, problem-solving, and conciliation in the area of harassment and discrimination and makes resources available to the university community accordingly.

Guided by the Politique visant à prévenir et à faire cesser le harcèlement et la discrimination et à promouvoir et protéger la liberté universitaire (Politique 2500-015) [EN: Policy to Prevent and Stop Harassment and Discrimination and to Promote and Protect Academic Freedom], the University has established the Bureau du respect des personnes [EN: Respect for Persons Office]. The Office team, represented among others (e.g., Student Ombudsperson team) by two Respect for Persons Advisors, collaborates with all faculties, services, or associations of the University. Indeed, all members of the university community can call upon the services offered by the Respect for Persons Office. Its mandate is defined in two main categories: prevention and file management.

In order to preserve the independence necessary for the exercise of their duties, the Respect for Persons Advisors, who are part of the Independent Functions administrative unit, report to the university's board of governors. Their role includes welcoming, advising, educating, and managing files pursuant to the Policy in place. They are also required to publish an annual report on the activities of the Respect for Persons Office, which documents, for instance, occurrences for support requests, the types and nature of requests for support (e.g., collaboration, consultation, information, prevention, intervention (with respect to actual incident reports and official complaints)) and closed cases.

The Respect for Persons Office website provides a wealth of information and resources for the university community about conflict, discrimination, and harassment, such as tools to support individuals in the event of conflict, harassment, or other disrespectful behaviour. For instance:
• Information on how to prevent such situations (e.g., paying attention to the impact of one's behaviour on others).
• Information on how to resolve such situations (e.g., reflect and fully understand the situation).
• Resources to support people in such situations (e.g., either for students or staff, people who can intervene).
• Information on how to file a complaint.
• Information on what to do as a witness of such situations (e.g., how to intervene, to denounce).

People who have experienced or witnessed discrimination are listened to and supported. Resources are made available to them, whether the person is a student or a staff member. The Université de Sherbrooke and the Respect for Persons Advisory Team ensure that a safe environment is created for those involved and that they are directed to the appropriate resources to support and accompany them in their process.

For students the following resources exist:
• Psychology services
https://www.usherbrooke.ca/etudiants/sante-et-aide-a-la-personne/psychologie
• The network of Student Life Support
https://www.usherbrooke.ca/etudiants/sante-et-aide-a-la-personne/aide-a-la-vie-etudiante
• The Vice-Dean, Student Services, or the Faculty Secretaries

For staff the following resources exist:
• Peer helpers
https://www.usherbrooke.ca/personnel/soutien/pairs-aidants
• The Employees’ Assistance Program
https://www.usherbrooke.ca/personnel/soutien/programme-aide-au-personnel
• Managers and staff supervisors
• Human resources advisors in faculties and services

In the case where an incident is reported, informal procedures (conciliation, mediation) will be encouraged in order to determine the possibility of identifying the risk of misconduct and to help correct the problem at the source. If the informal procedure does not provide the expected results, the University takes all the necessary measures (with the support of the Respect for Persons Advisors) to stop the vexatious conduct. In addition, preventive measures are put in place to avoid other similar situations.

By privileging a prevention approach with regard to harassment and discrimination, the Respect for Persons Office sees to organize prevention activities (e.g., awareness-raising and training) intended for the university community. Informing the community about the Policy and its contents also serves to raise awareness of harassment and discrimination. The Office also provides, again via its webpage, a toolkit and promotional tools encouraging respect.

Through its policy and through the mandate of its Respect for Persons Office, the Université de Sherbrooke provides its community with a framework to protect the fundamental rights of individuals by promoting respect for these rights, preventing possible transgressions, assisting individuals resolve disputes, facilitating the referral of requests for assistance and the processing of complaints, and correcting and sanctioning wrongdoing, where appropriate.

Respect for Persons Office: https://www.usherbrooke.ca/respect/
Respect for Persons Office - Conflict, Discrimination, and Harassment:
https://www.usherbrooke.ca/respect/harcelement-et-discrimination
2018-2019 Annual Report (including historical data):
https://www.usherbrooke.ca/respect/fileadmin/sites/respect/documents/Rapport_annuel/Rapport_annuel_d_activites_2018-2019.pdf
2019-2020 and 2020-2021 Annual Reports (including historical data):
https://www.usherbrooke.ca/respect/fileadmin/sites/respect/documents/Rapport_annuel/Rapport_annuel_d_activites_-_2019-2021.pdf

PROGRAMS TO RECRUIT STUDENTS FROM UNDERREPRESENTED GROUPS

Various programs exist at the Université de Sherbrooke to recruit students from underrepresented groups. Here are some examples:

• The admission policy to the Bachelor of Laws intended for First Peoples candidates. This policy aims to promote access to undergraduate law studies for First Peoples. The Faculty of Law is therefore making considerable efforts to improve access to higher education for First Peoples and to make courses and activities accessible to promote exchange and cultural diversity. This measure is part of a series of actions undertaken to support success and integration.
https://www.usherbrooke.ca/autochtones/enseignement-et-initiatives/faculte-de-droit

• Since 2016, the student community of the Faculty of Law has offered a scholarship for a refugee to return to school for one year.
https://www.usherbrooke.ca/droit/actualites/nouvelles/details/39259

• The Claire-Deschênes Postdoctoral Fellowships were created in 2019. The contest is designed to encourage postdoctoral studies among women in Engineering. Recipients of the fellowships will be awarded a position as a professor in the Faculty of Engineering at the Université de Sherbrooke upon completion of their training.
https://www.usherbrooke.ca/actualites/nouvelles/sciences-innovations-technologiques/details/41757
https://www.usherbrooke.ca/actualites/nouvelles/communaute/details/46718

• The Faculty of Education is committed to recruiting more men into its teaching programs at the primary and secondary levels. In this regard, to support its activities to promote teaching careers to men, it produced a video in 2022 that can be accessed at the following address: https://www.youtube.com/watch?v=HtWKTKdJDQc

• Access to co-op programs for international students. Since 2017, as a pilot project, several co-op programs offered in different faculties and schools have opened their doors to international students (subject to obtaining the appropriate work permit). These so-called “co-op” programs are characterized by alternating studies and paid internships during academic training. Admitted students have to follow a preparation and an integration training course, which aim to familiarize international students with certain cultural characteristics of Québec society and organizations, so that they can successfully progress through their internship. This new access seeks to attract students from outside the country, but in addition to allow them to take advantage of the benefits of paid internships, to enrich their resume with concrete experiences and to graduate with at least one year of experience, which is a step ahead on the labour market.
https://www.usherbrooke.ca/international/fr/etudiants-internationaux/etudes-diplomantes/alternance-etudes-stages#c10583

• The Fonds Jeanne (Lisette)-et-Clément-Racicot [EN: Jeanne (Lisette)-and-Clement-Racicot Funds] aims to encourage women to undertake studies in a program in which they are underrepresented and, subsequently, to pursue their studies at the graduate level. The goal is to increase the number of female models and to promote women's access to key positions in such sectors of activity, consequently overcoming gender stereotypes associated with certain university programs.
https://www.usherbrooke.ca/lafondation/nouvelles/details/39768

• The Faculty of Science has created a maternity scholarship thanks to the generous contribution of the Lise Watier Foundation. This bursary aims to alleviate the financial precariousness of pregnant graduate students and to support them in the pursuit of their studies and their research careers.
https://www.usherbrooke.ca/lafondation/nouvelles/details/44543

• There are several other Université de Sherbrooke’s Foundation scholarships related to underrepresented groups. They can be found on the grant’s directory.
https://www.usherbrooke.ca/bourses/index.php
https://www.usherbrooke.ca/admission/couts-et-aide-financiere/aide-financiere/bourses

PROGRAMS TO RECRUIT ACADEMIC STAFF AND NON-ACADEMIC STAFF FROM UNDERREPRESENTED GROUPS

The Université de Sherbrooke also has programs to recruit staff and faculty from underrepresented groups, for instance:

• The Programme d’accès à l’égalité d’emploi [EN: Equal Access Employment Program] of the Université de Sherbrooke. As part of an application submission, individuals are invited to complete a questionnaire on equal access to employment via the University's website. This voluntary self-identification questionnaire allows people from underrepresented groups (i.e., women, First Peoples, visible minorities, people with disabilities), who are often victims of discrimination in employment, to identify themselves as such. This allows the Université de Sherbrooke not only to analyze its recruitment system and adjust it accordingly, but also to keep its workforce profile up to date and to evaluate the effectiveness of the measures put in place to promote equity, diversity, and inclusion. This program is set within the framework of the Québec Act respecting equal access to employment in public bodies.
http://legisquebec.gouv.qc.ca/en/ShowDoc/cs/A-2.01

• Social integration and reintegration organizations were also approached in order to diversify the recruitment of staff at the Université de Sherbrooke. The Service d'aide aux néo-canadiens [EN: Assistance Service for new Canadians] of Sherbrooke as well as networks and professional associations made up of people from underrepresented groups (i.e. the Association professionnelle des ingénieurs latino-américains Canada (Apilc) [EN: Professional Association of Latin American Engineers Canada], the Indigenous Professional Association of Canada (IPAC), and the Regroupement des organismes spécialisés pour l'emploi des personnes handicapées (ROSEPH) [EN: The grouping of specialized organizations for the employment of people with disabilities]) have also become relays for the posting of positions to be filled at the University.

• Hiring committees operate with quantified criteria and competency grids. In addition to being diverse, the members of these committees have been trained to be aware of cognitive biases and of the impact of culture in the way one applies for a job, in order to make an objective selection.

• Equitable access to grants managed by the Tri-Agency Institutional Programs Secretariat (TIPS). In keeping with the approach of the Canada Research Chairs Program (CRC), the Canada Excellence Research Chairs (CERC), the Canada 150 Research Chairs, and the Canada First Research Excellence Fund, the Université de Sherbrooke is committed to implementing a transparent, open, and a fair recruitment process related to these grants. To do this, the Guide de dotation pour les programmes interorganismes fédéraux – transparence et équité [EN: Staffing Guide for Federal Tri-Agency Programs - Transparency and Fairness] assists faculty members and department heads, researchers, and managers in the selection process of grant recipients as well as paid staff in a spirit of equity and inclusion.
https://www.usherbrooke.ca/saric/fileadmin/sites/saric/documents/4-politiques-reglements/edi/edi-guide-dotation.pdf

• A workplace integration program in the form of an integration platform for people with a mild to moderate intellectual disability has been set up within the Buildings Services. Led by the CIUSSS de l’Estrie – CHUS (Centre intégré de santé et de services sociaux [EN: Integrated Centre for Health and Social Services]) – (Centre hospitalier universitaire de Sherbrooke [EN: Hospital of the Université de Sherbrooke]), the program also benefits from the support of the School of Rehabilitation of the Faculty of Medicine and Health Sciences, and the Human Resources Services of the University. The environments in which this work platform is deployed have been made aware of the importance of welcoming these teams with kindness. Please see the attached document in the field “Additional documentation to support the submission”.

• A program on accommodation and adaptive measures for staff living with disabilities has been developed. Information on the program and an application form have been put online. By making this information publicly available on the institutional website, the Université de Sherbrooke contributes to diverse and inclusive recruitment.
https://www.usherbrooke.ca/personnel/soutien/accommodements-et-mesures-adaptatives-pour-membres-du-personnel-en-situation-de-handicap

PROGRAMS TO SUPPORT STUDENTS FROM UNDERREPRESENTED GROUPS

Université de Sherbrooke students have access to various services and support programs, for instance:

• The First name, surname, and gender of choice program was created to ensure optimal integration and facilitate interactions by recognizing the right of employees and students who wish to be identified by a first name, surname, and gender of their choice different from their legal documents to do so. The related institutional guideline on first name, surname, and gender choice came into effect in 2019. For the University, it is customary for anyone in the university community to use the chosen first name, surname, and gender to refer to the student or employee.
https://www.usherbrooke.ca/a-propos/fileadmin/sites/a-propos/documents/direction/directives/2600-079.pdf
https://www.usherbrooke.ca/personnel/soutien/prenom-nom-genre-choisis

• The Guides de l'UdeS [EN: Welcome Guides of the Université de Sherbrooke] program offers international students the opportunity to be matched with a student who is studying at the same faculty as them. The guide's mandate is to welcome and accompanies the international student from the time they obtain a positive admission response until the end of their academic path, while ensuring to lead activities and experiences that are rich in cultural exchange.
https://www.usherbrooke.ca/international/fr/etudiants-internationaux/guide-accueil/accueil-a-sherbrooke/accompagnement

• The Programme d’intégration des personnes étudiantes en situation de handicap [EN: Program for the Integration of Students living with Disabilities] seeks to assist students with disabilities or learning disabilities succeed in their university studies by providing them with qualified resource persons, personalized services, and technical support. In addition, several scholarships, ranging from $500 to $10,000, are made available for them by the University.
https://www.usherbrooke.ca/etudiants/sante-et-aide-a-la-personne/personnes-etudiantes-en-situation-de-handicap
https://www.usherbrooke.ca/a-propos/fileadmin/sites/a-propos/documents/direction/directives/2600-054.pdf

• The Faculty of Science has created a maternity scholarship thanks to the generous contribution of the Lise Watier Foundation. This bursary aims to alleviate the financial precariousness of pregnant graduate students and to support them in the pursuit of their studies and their research careers.
https://www.usherbrooke.ca/lafondation/nouvelles/details/44543

• The Program to support the introduction of the inclusive pedagogical approach aims to make teaching more inclusive and adapted to the student clientele, which includes, among others, low-income students and/or students from underrepresented groups (e.g., women, First Peoples, visible minorities, people with disabilities, ethnic minorities, people from sexual and gender diversity). The program has the following five objectives:
- Developing and testing inclusive and diverse learning and learning assessment process
- Promoting student motivation and success
- Promoting the inclusion of everyone by better responding to individual needs
- Reducing the stigmatization towards returning students, international students, and emerging clientele
- Implementing a more inclusive approach to teaching and assessing learning in order to reduce the need for piecemeal accommodations
https://leveilleur.espaceweb.usherbrooke.ca/30447/approche-inclusive-lenseignement-traditionnel-perpetue-t-il-les-inegalites/
https://perspectivesssf.espaceweb.usherbrooke.ca/2018/10/01/construire-des-rampes-dacces-pour-lapprentissage-ou-leducation-inclusive/
https://perspectivesssf.espaceweb.usherbrooke.ca/2018/12/01/la-pedagogie-inclusive-quoi-pourquoi-comment/

• The Student Ombudsperson is a neutral and objective person, independent of the university's senior management, who can intervene when the rights of students are violated. Among other things, the Ombudsperson offers students with information about their rights as well as consultation and support in analyzing issues related to their case and assessing the appropriate actions to be taken. The Ombudsperson can also lodge complaints if needed.
https://www.usherbrooke.ca/ombudsman/

• The “Respect, Prevention and Support on Conflict and Harassment” website provides the entire university community with all kinds of information related to conflict or harassment situations. It is possible to find, for instance, toolkits on active listening and teamwork, or realistic conflict scenarios with tips and tricks on how to solve them. A list of resource contacts for students and employees is also available on the webpage.
https://www.usherbrooke.ca/respect/
 
PROGRAMS TO SUPPORT ACADEMIC STAFF AND NON-ACADEMIC STAFF FROM UNDERREPRESENTED GROUPS

Université de Sherbrooke staff and faculty members also have access to various services, such as:

• The First name, surname, and gender of choice program was created to ensure optimal integration and facilitate interactions by recognizing the right of employees and students who wish to be identified by a first name, surname, and gender of their choice different from their legal documents to do so. The related institutional guideline on first name, surname, and gender of choice came into effect in 2019. For the University, it is customary for anyone in the university community to use the chosen first name, surname, and gender to refer to the student or the employee.
https://www.usherbrooke.ca/a-propos/fileadmin/sites/a-propos/documents/direction/directives/2600-079.pdf
https://www.usherbrooke.ca/personnel/soutien/prenom-nom-genre-choisis

• A program on accommodation and adaptive measures for staff living with disabilities has been developed. Information on the program and an application form have been put online.
https://www.usherbrooke.ca/personnel/soutien/accommodements-et-mesures-adaptatives-pour-membres-du-personnel-en-situation-de-handicap

• The Programme de mentorat des professeures et professeurs [EN: Mentoring Program for Professors] aims in particular to facilitate the integration of new faculty members, to help them plan their courses and their teaching strategies, and to support them in their research projects. Thus, newly arrived professors are paired with a mentor proposed by the department's management. This program seeks to ensure the support, inclusion, and retention of new Université de Sherbrooke’s faculty members.
https://www.usherbrooke.ca/personnel/soutien/mentorat

As part of the Claire Deschênes Postdoctoral Fellowships competition launched in 2019, the Université de Sherbrooke is offering eight postdoctoral fellowships to eight women, with the bonus of a guaranteed faculty position within the Faculty of Engineering. With this competition, the Université de Sherbrooke reached 20% of women faculty representation in 2022. As part of the university's goal of equity, diversity, and inclusion, this competition has increased the number of women faculty members in Engineering, an area in which they are underrepresented.

https://www.usherbrooke.ca/actualites/nouvelles/sciences-innovations-technologiques/details/41757
https://www.usherbrooke.ca/bulletins/version-web/11316/claire-deschenes-postdoctoral-fellowship-competition-phase-3/%7BToken%7D"
https://www.usherbrooke.ca/actualites/nouvelles/communaute/details/46718