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CAKE-CoSeC EDI Working Group Terms of Reference

This document outlines the terms of reference for the organisation and delivery of an equality, diversity and inclusion (EDI) working group collaboration between the Computational Abilities Knowledge Exchange (CAKE) and Computational Science Centre for Research Communities (CoSeC) projects.

Purpose

To promote and support a culture of EDI across the UK Digital Research Infrastructure (DRI), specifically communities engaging with CoSeC and CAKE activities, by delivering tangible, community-driven actions and offering strategic advice on inclusive practices in communication, recruitment, research, training, and event organisation.

Definitions

Equality

Fairness in treatment and access to opportunity: we must ensure that individuals, or groups of individuals, are not treated less favourably because of their protected characteristics, as defined under the Equality Act 2010.

Diversity

Recognition, respect and celebration of differences in background, identity and experience. A diverse environment is one with a wide range of backgrounds and mindsets.

Inclusion

Creating spaces where all individuals feel welcomed, respected and valued. Inclusion involves awareness of unconscious bias and intentional actions to remove exclusionary practices.

Objectives

The CAKE-CoSeC EDI working group will work to embed equality, diversity and inclusion across all CAKE and CoSeC activities by:

  • Collecting, developing, and disseminating best practices for EDI across all operational areas including communication, recruitment, research, training, and event organisation.
  • Representing diverse voices, with a focus on acknowledging and responding to their varying needs and contexts.
  • Identifying barriers to inclusion and developing actionable strategies to address them.
  • Recommending actions to CAKE, CoSeC and other stakeholders to support meaningful, measurable outcomes.
  • Liaise with other EDI groups and initiatives in the community and adjacent communities to exchange notes, best practices, and share material. For example: EDI Working Group of the Society for Research Software Engineering, Women in HPC, DiveRSE.

Scope

The CAKE-CoSeC EDI working group’s scope includes:

  • CAKE-related activities, with a focus on knowledge exchange across UK DRI, collaboration, and delivery of CAKE’s EDI objectives.
  • CoSeC-related activities, including those of the Collaborative Computational Projects (CCPs) and High-End Computing (HEC) communities supported by CoSeC.

The group will focus on practical, community-driven initiatives while aligning with the broader EDI guidance from UKRI. It will not duplicate existing policy work but will instead apply and contextualise it to meet the specific needs of CAKE, CoSeC, and related communities.

Roles and Responsibilities

The CAKE-CoSeC EDI working group consists of Chair(s) and Members. To encourage shared responsibility and collaborative leadership, the group aims to be governed by two Chairs with rotating roles. The group seeks to reflect the diversity of the CAKE, CoSeC, and broader UK DRI community through the Chair(s) and Members.

Chair

Responsibilities:

In addition to fulfilling all responsibilities of a Member, as outlined below, Chair(s) of the CAKE-CoSeC EDI working group will:

  • Organise and lead meetings of the working group, including setting agendas, chairing discussions to facilitate inclusive and productive engagement.
  • Ensure timely preparation and distribution of agendas, background documents, and other relevant materials ahead of meetings.
  • Take or delegate responsibility for minute-taking, and circulate the meeting minutes after each meeting.
  • Act as the primary point of contact for the working group.
  • Oversee the organisation and maintenance of public resources related to the group’s activities.
  • Be responsible for removing Members who do not comply with the CAKE Code of Conduct.

Appointment:

  • Each Chair must be a Member of the group.
  • New Chair(s) will be elected through a nomination and anonymous voting process. Details of the process, including timelines and voting method, will be shared with all Members in advance of the election.
  • The initial Chair will be responsible for establishing the group, setting regular meetings and inviting Members, before calling for a formal election.

Term length:

  • Chair(s) will serve a minimum term of one year and a maximum term of three years.
  • Chair terms will be staggered where possible to ensure continuity.
  • Upon completing their term, Chairs may become Members of the group.

Stepping down:

Chair(s) who wish to step down, regardless of term length, must either:

  • Initiate the Chair election process to find a replacement, or
  • Nominate another Chair or member to run the election process on their behalf.

Removal:

A Chair may be removed if they are not fulfilling their role or breach the CAKE Code of Conduct.

  • The process may be initiated by a formal complaint to the CAKE and/or CoSeC management team.
  • Members of the CAKE and CoSeC management teams who are not Members or Chairs of the working group will investigate the complaint. This may include action up to and including:
    • Giving the Chair an opportunity to respond, including explaining any barriers to participation or mitigating circumstances.
    • Removal of the Chair.

Member

Responsibilities:

Members of the CAKE-CoSeC EDI working group will:

  • Attend meetings regularly and participate actively in discussions and decision-making.
  • Comply with the CAKE Code of Conduct.
  • Arrive prepared, having reviewed relevant materials and documents in advance.
  • Contribute to the development, review, and dissemination of EDI guidance.
  • Share outcomes and updates from the working group with their own communities and bring back relevant feedback to inform the group’s work.
  • Actively promote inclusive practices within their own communities and areas of influence.

Appointment:

  • Individuals may self-nominate by approaching the Chair(s).
  • Key communities engaging with CoSeC and CAKE will be invited to nominate a representative.
  • Nominees receive the terms of reference and CAKE Code of Conduct, and must confirm their ability to fulfil the role, including regularly attending meetings.

Term length:

  • Members will serve a one-year renewable term.
  • At the end of the term, the term is automatically renewed, subject to their ability to continue to fulfil the role and engage with the group.

Stepping down before end of term:

  • Members may step down at any time by notifying the Chair(s).

Removal:

A Member may be removed if they are not fulfilling their role or breach the CAKE Code of Conduct.

  • The process may be initiated by a formal complaint submitted to the Chair(s), a formal complaint submitted to the CAKE and/or CoSeC management team, or directly initiated by the Chair(s).
  • The process may include action up to and including:
    • Giving the Member an opportunity to respond, including explaining any barriers to participation or mitigating circumstances.
    • Removal of the Member.

Meeting Arrangements

Frequency:

Meetings are held monthly, with additional ad hoc meetings as required. Regular meetings are currently scheduled for the first Friday of each month at 10am.

Format:

Regular monthly meetings are virtual.

Quorum:

At least 50% of Members must be present for decisions to proceed. In the absence of a consensus, the Chair(s) make the final decision.

Access and participation:

Meetings are closed to non-Members, unless invited to attend.

Minutes

Minutes will be publicly available, anonymised where appropriate.

Communication and Dissemination of Outcomes

The CAKE-CoSeC EDI working group will publish updates, recommendations, and outputs through CAKE and CoSeC's communication channels. Members are also encouraged to share insights and resources within their own communities to promote awareness and uptake of best practices.

Ethics

Code of Conduct

  • All Chair(s) and Members are expected to follow the CAKE Code of Conduct: https://cake-dri.github.io/code-of-conduct/
  • In summary, Chair(s) and Members should act with respect, professionalism, and integrity at all times. Discriminatory, harassing, or exclusionary behaviour will not be tolerated. Chair(s) and Members are expected to foster a supportive, inclusive environment where all voices are heard and valued.

Conflict of Interest Disclosure:

  • Any potential or actual conflicts of interest must be disclosed to the Chair(s) promptly. These will be managed transparently to maintain the group’s integrity and impartiality.
  • We follow the UKRI definition of a conflict of interest, which states:
    • A conflict of interest is a situation in which an individual’s ability to exercise judgment or act in one role is, could be, or is seen to be impaired or otherwise influenced by their involvement in another role or relationship.

Confidentiality of Sensitive Discussions

  • Chair(s) and Members must treat sensitive discussions as confidential, especially those involving personal experiences or identity-related matters. While meeting minutes and outcomes will be shared publicly, sensitive content will be anonymised or withheld to protect individuals’ privacy.

Contact:

Review

The terms of reference will be reviewed annually to ensure relevance and effectiveness. The Chair(s) are responsible for initiating the review and gathering Member input.

Document Version

Version Date
1 25/07/25