Terms of Reference: International Advisory Council

Preamble

Healthy Brains, Healthy Lives (HBHL) is a high profile, high priority multidisciplinary and cross-sectoral program supported at McGill University by Government of Canada’s Canada First Research Excellence Fund (CFREF), in partnership with the Government of Quebec and partner organizations from across sectors.

The CFREF program aims to help Canadian postsecondary institutions excel globally in research areas that create long-term economic advantages for Canada. HBHL was competitively selected for funding through this program for seven (7) years starting in September 2016.

HBHL is a global centre of excellence for multidisciplinary research and a hub for neuroinformatics and big data analysis. The research is centred around an advanced analytic platform for brain research ̶ the NeuroHub ̶ that accelerates translational discoveries and enables improved brain health for Canadians and globally.

Our vision: Within the next 10 years, we aim to transform many brain disorders from terminal or life-long afflictions to treatable, or even curable, conditions. Our ultimate goal is to reduce the human and socio-economic burden of psychiatric and neurological illnesses, and improve the mental health, quality of life, and productivity of Canadians and people around the world for generations to come.

Our strategy: Building on our strengths, we will lead a paradigm shift in how brain disorders are understood and treated, using world-leading neuroinformatics to elucidate how the individual brain functions in health, in disease, and throughout our lives by integrating genetic, epigenetic, neurophysiological, imaging, behavioral, environmental, clinical, and social data.

Our deliverables: We will deliver new precision clinical and social intervention for the promotion of brain and mental health. By 2022 we will develop a Canadian Framework for Brain Health that translates our research into evidence-based clinical best practices, guidelines and policies for health care funders, providers, and users. This Framework will transform the prevention, diagnosis, and treatment of neurological and mental disorders in Canada, improving health and productivity, guiding humane and efficient medical decisions, and providing leadership to institutions, governments, and health care systems around the world. This unique, integrated program positions McGill and Canada as global leaders in brain health, one of the great challenges of the 21st century.

Mandate

The IAC is a standing Advisory Committee that provides advice and guidance to the Scientific Director (SD) and Research Management Committee (RMC) on strategic matters related to the overall mission of HBHL, its direction and relative scientific excellence on an international scale, and on the societal relevance and innovativeness of the HBHL scientific strategy in order to enhance its impact.

IAC members may also be asked to provide advice to HBHL Board of Directors through the Scientific Director.

To fulfil this mandate, the IAC will:

1. Provide advice and guidance on:
   • Strategic directions and plans including:
     • scientific strategy and related operational plans;
     • positioning of HBHL in an international context;
     • scientific, commercial, and clinical relevance and impacts;
     • appropriateness and feasibility of long-term objectives.
   • International opportunities aligned with HBHL vision.
2. Annually review HBHL strategy and programs and advise on:
   • the alignment of vision, strategy, and operations;
   • benchmarking against international standards and best practices; and
   • the identification of additional co-investment and partnership opportunities
3. Identify other issues relevant to increasing the impact and ensuring the success of HBHL.

Membership

The IAC shall be comprised of minimum four (4) and a maximum eight (8) members. The HBHL Board of Directors, in consultation with the Scientific Director and Research Management Committee, shall appoint the Chair and members.

Member selection process:

1. Staff & Management: Analyze and discuss current gaps based on committee mandate, current membership and HBHL objectives, including EDI considerations.
2. SSC: Provide suggestions for new members based on gaps analysis.
3. Staff & Management: Narrow list from SSC based on further investigation, in alignment with gaps analysis and current objectives.
4. Board of Directors: Review short-list presented by staff. Discuss and vote to approve ranked list of top 2-3 candidates.
5. Staff & Management: Reach out to approved candidates in rank order until someone accepts the invitation to join the committee.

The composition of the IAC shall consist of a majority of international members, and all members must be independent from HBHL. For the purposes of these terms of reference, a member is independent if he/she is not an employee of the organization and is free of any business or other relationships that could materially interfere with the exercise of his/her independent judgment, subject to appropriate disclosure, as the case may be.

At its first meeting, the IAC shall appoint a Vice-Chair from among its members. The Vice-Chair shall preside over IAC meetings in the absence of the Chair.

Non-voting members

The HBHL Scientific Director (or a designated RMC member) will attend IAC meetings as a non-voting member. The HBHL Managing Director will attend IAC meetings as a non-voting secretary and be responsible for ensuring that accurate minutes of the meeting are taken and duly circulated at the next subsequent meeting for approval. The responsibility for taking minutes may be delegated to an Administrative Office staff member with Managing Director supervision of the content.

Terms of Office

IAC members will be appointed for three-year terms, renewable. All subsequent terms will be renewed in three-year increments. The terms of the inaugural IAC will be staggered to ensure continuity.

IAC Members Expectations: Participation, Contribution and Accountability

Members are expected to:

• Attend Council meetings on a regular basis and prepare in advance of meeting;
• Contribute to the Council's perspective and wisdom by sharing knowledge and experience;
• Participate in the appointment of an IAC Vice-Chair, who assumes the role of Chair when the Chair is in conflict of interest or is absent;
• Act with competence and diligence in the best interest of HBHL;
• Treat Council matters confidentially;
• Be ambassadors and representatives of the HBHL;
• Recommend qualified individuals to assist with HBH activities.

IAC Members Expectations: Conflict of Interest

Members will submit annually, and in writing, a disclosure of potential conflicts of interest form that includes an acknowledgement of, and undertaking to comply with HBHL Conflict of Interest and Confidentiality Policy.

Member will declare conflict of interest as required at the start of each advisory council meeting.

Meetings

The IAC does not require compliance to pre-set statutory meetings, but will meet at the request of the Chair of the IAC. Meetings will typically take place by teleconference, as determined by the Chair, and shall meet at least two (2) times per year. One (1) in-person meeting in Montreal is also anticipated. Participation in meetings cannot be delegated to another person.

Quorum

Quorum shall be a majority of its members present at the meeting, in person or by audio or videoconference.

Recording IAC Decisions

A written record of the decisions arising at each IAC meeting will be duly documented in official meeting minutes, which once approved by the IAC will be signed by the Chair and the Secretary to the IAC and will be available for audit upon request. Minutes of meeting shall be submitted to the RMC for purposes of information.

Remuneration

Members of IAC serve without remuneration, but are entitled to reasonable expenses incurred in the exercise of their duties at McGill University rates, and dependent upon the volume of work required may be eligible for an honorarium in certain circumstances.

IAC Terms of Reference Review History

• First approved at the HBHL Board of Directors meeting of March 20, 2017.
• Subsequently approved: April 1, 2019.