Institute Advisory Boards – Terms of reference
Mandate
The Institute Advisory Board (IAB) is a collective body of national and international advisors who provide timely advice and perspective to the Institute with respect to priorities and initiatives. The IAB enhances the Institute's overall ability to plan, function, and engage their respective communities. The IAB may be called upon to provide guidance on Institute-specific, cross-Institute and relevant CIHR-led initiatives and activities and help to increase CIHR's commitment to health research excellence and improved health for all Canadians.
Roles and Responsibilities
Each Institute has its own IAB that acts in an advisory capacity to the Scientific Director with respect to the full range of Institute activities excluding matters related to Institute budgetary spending. The roles of the IAB are to:
- Provide advice on Institute initiatives, strategic plans, research priorities and knowledge mobilization strategies that contribute to an inclusive, collaborative, transparent, culturally safe and impactful health research ecosystem in Canada;
- Consider the commitments, values and priorities outlined in CIHR's Strategic Plan when providing advice on Institute initiatives, research priority plans and knowledge mobilization strategies that contribute to an inclusive, collaborative, transparent, culturally safe and impactful health research ecosystem in Canada;
- Encourage interdisciplinary and integrative health research initiatives that establish and strengthen partnerships and engage relevant stakeholders and communities to accelerate beneficial applications of research findings;
- Leverage the experience, expertise and perspective to inform and enhance Institute priorities and plans from both Canadian and international contexts; and
- Consider ethical, operational and diversity and inclusivity aspects and relevant policy frameworks in Institute planning and activities.
Each IAB member serves in their individual capacity and is expected to:
- Attend IAB meetings and prepare in advance of meetings;
- Share knowledge and experience while considering the knowledge and comments shared by others;
- Contribute to the preparation of Institute reports; and
- Treat IAB, Institute and CIHR matters with appropriate confidentiality.
Scientific Directors are responsible for:
- Overseeing and seeking advice from the IAB to set the strategic agenda and direction of the Institute;
- Identifying gaps in expertise, demographics and representation in the IAB membership and nominating new candidates, in consultation with the Chair (and Vice-Chair as required) or co-Chairs, for approval by the Governing Council;
- Ensuring cross-Institute collaborations and working with other Scientific Directors to strike ad hoc advisory groups with members drawn from across the 13 IABs, based on their experience and expertise, to provide advice on specific opportunities/initiatives;
- Providing updates to the President, as required, on IAB activities and outcomes from input received by members;
- Communicating the Institute's initiatives and activities to the public and their research and stakeholder communities; and
- Supporting the IAB Chair and Vice-Chair (or co-Chairs) in the development of IAB meeting agendas and determining and communicating the security rating and confidentiality of agenda items.
Membership
The IAB consists of 8 to 14 members, including the Chair and the Vice-Chair or two co-Chairs. Members and the Chair (or co-Chairs) are appointed by the Governing Council. The Vice-Chair is elected by the IAB.
The leadership model selected for each individual IAB (Chair/Vice-Chair or co-Chair) is at the discretion of the Scientific Director and may be altered as needed during the annual IAB membership cycle.
The Chair (or co-Chairs) is responsible for:
- Working with the Scientific Director to develop meeting agendas for the IAB meetings;
- Providing direction and guidance to the committee in accordance with the IAB Terms of Reference;
- Chairing the meeting by:
- providing leadership and direction to the IAB to facilitate the work of CIHR and the Institute;
- ensuring that the IAB meetings are conducted in an orderly fashion;
- ensuring that advice represents the collective views;
- establishing etiquette for equitable, respectful and inclusive discussions.
- Reviewing and providing feedback on IAB membership needs to inform the appointments proposed by the Scientific Director.
Appointments are based on an individual's expertise, experience, and contributions to research and/or sector-specific excellence. IAB membership includes individuals from across the health research ecosystem including scientists, clinicians, private and not-for-profit organizations, government, hospitals, health management, charities, industry, biopharmaceutical and biotechnology sectors, patients, patient advocates and individuals with lived experiences.
International representation on the IAB must be considered.
CIHR is committed to the values and principles of equity, diversity and inclusion (EDI) and recognizes the need for each IAB to reflect the diversity of the Canadian population to serve all communities, including to ensure gender equity and representation of Indigenous Peoples and Francophones. IAB membership will also include representation of marginalized populations including, but not limited to, applicants who identify as a racialized minority, a person with a disability, and/or a member of the 2S/LGBTQI+ community.
All IAB members serve in an independent capacity and provide expert and relevant advice and perspective to the Institute. Members may be called upon, based on their background and expertise, to join an ad hoc cross-Institute advisory group that provides advice to several Institutes on a specific research area, issue or initiative of common interest.
One additional seat on the IAB for the Institute of Population and Public Health will be reserved for the Chief Public Health Officer (CPHO) of the Public Health Agency of Canada (PHAC).
The Scientific Director is a non-voting, ex-officio member of the IAB, and not eligible to serve as its Chair or Vice-Chair.
Governing Council members, CIHR employees, Institute staff and members of other standing or advisory committees of CIHR are not eligible to serve as members of an IAB.
Terms
Members shall be invited to serve for an initial term of up to three years. Members may be reappointed for a second term of up to 3 years for a maximum of six years of service on any one IAB. Under extenuating circumstances, a member's term may be extended for an additional year. Requests for leaves of absence will be considered on a case-by-case basis.
Meetings
To be held at least twice annually (either virtually or in-person) and more frequently at the call of the Chair (or co-Chairs), in consultation with the Scientific Director.
Quorum
A majority of its members (50%+1).
Reference
Bourinot's Rules of Order, 4th Edition.
Authority
The IAB does not have decision-making authority. The IAB provides advice and, upon request, specific recommendations to Scientific Directors on matters relevant to their particular domain.
IAB members are not authorized to speak on behalf of CIHR, the Institute or the Scientific Director, in any public or private capacity unless specifically authorized to do so in writing.
Compensation
Service as an IAB member is voluntary. IAB members will be reimbursed by their Institute at the Government of Canada rates for expenses incurred to attend meetings but will not receive honoraria or other financial compensation.
Conflict of Interest & Confidentiality
As members of a CIHR advisory body, all IAB members are required to abide by the CIHR Policy on Conflict of Interest Prevention and Management and to submit a declaration of external interests when first appointed and updated annually thereafter for the duration of their membership term.
All members are expected to maintain strict confidentiality regarding discussions, documents, and materials shared or generated during the IAB's work. Members must not disclose any confidential information to individuals or organizations outside the IAB unless expressly authorized to do so.
Review
These terms of reference shall be reviewed annually by the Governance and Nominating Committee.
Terms of reference
Approved by the Governing Council on November 15, 2017.
Last revisions approved by the Governing Council on October 21, 2025.
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