Skip to content

26/07/03 - 3rd July 2026

Agenda

  1. Review of Actions
  2. Durham HPC Days - We know what we should do, why aren't we doing it? Report back.
  3. Updates from Mini Working Groups
  4. Any other business
    1. Authorship of outputs
    2. Paying for hidden costs to support attendance
  5. Mini working group breakouts

Minutes

Actions

New

  • Chair to circulate a form to all members to gather views on public membership, authorship and representation
  • Request to review Topic-Based Guides criteria and risk assessment documents
  • Share relevant links or examples on UKRI or institutional guidance relating to hidden participation costs

Ongoing

  • Encouraging members to ask questions about the co-Chair role and requirements.

Closed

  • HPC Days related actions: committee members to prepare content and report if they are planning to attend.

Durham HPC Days

  • Session title: "We know what we should do, why aren't we doing it?"
  • Scheduled: Thursday 18th June, 13:00 - 14:30
  • Session format: Three 20-minute presentations followed by breakout discussions on actionable solutions, one of the 20-minute presentations will be by this working group.
  • Report back:
    • The EDI session at Durham HPC Days was well attended, with a broad mix of participants and several new faces.
    • The session introduced the group’s main challenge: helping communities put EDI guidance into practice more easily.
    • Breakout discussions focused on what individuals, managers and wider structures can do to support better EDI practice.
    • Key themes included building networks, speaking up when issues arise, advocating for others, noticing barriers to participation, and the role of funders and institutions in supporting change.
    • The session will be written up and the outputs shared. A recording may also be made available, subject to speaker permissions.

Updates from mini working groups

  • Topic-Based Guides:

    • A MOSCOW-style analysis is being used to assess resources against agreed criteria, starting with inclusive events and inclusive recruitment.
    • Members noted that the criteria may need to be adapted for different topics, rather than used as a fixed framework for everything.
    • A risk assessment approach has been developed to help manage concerns around recommending external resources, especially where resources or organisations may change over time.

  • Measuring Impact:

    • The group is reviewing existing metrics as a starting point.
    • There was also discussion about a possible perspective piece on how different roles affect access to support.
    • A blog post was published to summarise the discussions thus far: https://www.cake.ac.uk/news/edi-measuring-impact/

  • Community Outreach:

    • The survey was submitted for ethics approval and has received minor changes to review
    • The group is close to finalising it and will discuss next steps.
    • Current challenges are around inclusive dissemination of the survey and timeline.

Any other business

Authorship of outputs

  • The group discussed whether members and contributors should be publicly listed or credited on outputs. Key points included:
    • An opt-in approach was suggested as the most appropriate option.
    • Members noted the value of recognising contributions, especially where this could support career development or provide evidence of wider work.
    • Some members may not feel comfortable or safe being publicly named, so privacy and choice are important.
    • Listing individuals or organisations could imply that they are speaking on behalf of their organisation, rather than sharing personal views.
    • The group discussed whether disclaimer wording would be needed to make this distinction clear.
  • Action: Chair will circulate a form to gather wider views.

Paying for hidden costs to support attendance

  • The group discussed the need for clearer guidance on whether costs such as childcare, reasonable adjustments and other participation-related expenses can be covered. Members noted that UKRI guidance may not always be easy to interpret, and that approval may vary between institutions. The group will collect relevant links and examples to support further discussion with UKRI.

Mini working group breakouts

Given the size, goals, and intended outputs of the group, we will divide our efforts into smaller, topic-focused working groups:

  1. Community outreach
  2. Curation of topic-based guides
  3. Measuring the impact of EDIA initiatives

Following the above discussions, this meeting used breakout rooms.

Date of next all-hands meeting: 31/07/2026, 10am, Online via Teams

Date of next mini-working groups meeting: 17/07/2026, 10am, Online via Teams

(please contact the CAKE team for any queries about these minutes)