As a people-centered institution committed to genuine respect, inclusivity and well-being for all, it is essential that our communications help to create an environment where our community feels respected, connected and valued. To help ensure that all perspectives and contributions are valued, we have developed a set of guiding principles for inclusive communications. This guide aims to recommend language that is broadly understood as respectful by the groups being described and is unlikely to give offence.
These principles were developed from our values, and while they do not outline an exact “how to” they emphasize fundamental guidelines for inclusivity:
- Speak to and about people and groups the way they want to be described. The University of Waterloo community is made up of people with a diverse range of backgrounds and lived experiences. Community members should have the opportunity to see themselves reflected in everything that we do. To accomplish this, ensure that Black, Indigenous, 2SLGBTQIA+, disabled people, or those belonging to other racialized, marginalized, and/or excluded groups are at the center of their own stories. The “Nothing About Us Without Us” principle should be at the forefront of everything that we do.
- You must first get consent when featuring anyone in communication. People should share freely, with no obligation or pressure to disclose specific information. You should also share content with participants before publishing to ensure they are comfortable with how they are being depicted.
- Ensure that consultation and review with subject matter experts/advocates and or people with lived experience occurs during both content and design development. Consider how the overall layout and composition (e.g., copy, photography, graphical elements) work together to create meaning. Consider if this may reinforce biases or stereotypes or convey a message that was not intended.
- When dealing with marginalized or underrepresented groups groups, we recommend that if someone says how they identify, respect that identity. Use the name and pronouns they say they use.
- Conventional ways of speaking about marginalized groups such as Black people, disabled people, queer, trans, and nonbinary people, and others, often tend to demean and dehumanize us. It is critical to understand that certain terms have been used to belittle, oppress and erase the contributions of Black, Indigenous, 2SLGBTQIA+, disabled people and other racialized, marginalized, and/or excluded groups. Avoid the use of such terms.
- Be mindful of unintentionally offending your audience. Your communication may not resonate as intended with audiences whose identities and lived experiences differ from yours. For example, you might unintentionally say something that could offend or hurt others. Unconscious bias can influence and impact communications. While this guide is useful strategy, additional training, workshops and other learnings will help you to identify and combat unconscious bias in communications.
- Invest in developing strong, authentic and reciprocal relationships with Black, Indigenous, 2SLGBTQIA+, disabled people and other racialized, marginalized and/or excluded groups that promote shared power, cultural safety, knowledge, democracy and long-term reciprocity.
- Understand the difference between tokenism and genuine inclusivity. In addition to their day-to-day roles and responsibilities, Black, Indigenous, 2SLGBTQIA+, disabled people and other racialized, marginalized, and/or excluded groups are often asked to assist in additional activities that stem from or are tied to their lived expertise or identities. These groups often experience tokenism when asked to participate in or engage in equity and diversity work, including communications plans and initiatives. When employers and colleagues disproportionately lean on people from these groups there is a pressure of possessing a level of visibility, and a burden of responsibility to create, sustain, and be the change. They often feel that their identities are manipulated, used, and tokenized as a marketing tool to demonstrate the diversity of a workplace.
- Don’t repeat slurs or insulting language. If you have to respond to an instance of another person using such language, don’t repeat it. E.g., say, “We don’t use such language at this institution.” Don’t say, “[Slur] is offensive.” If you need to respond to use of a slur or demeaning language, don’t repeat it. Consider paraphrasing (e.g., “used a demeaning term for people with disabilities”). If a direct quote is unavoidable to make sense of the issue, never spell out the slur. Consider describing the slur (e.g., “used the n-word,” “used an anti-gay slur,” “used an anti-South Asian slur”). As a last resort, use asterisks to avoid spelling out the slur.
Genuine respect, inclusivity and well-being for all