Innovation Action Group Terms of Reference

1. Purpose 

The Innovation Working Group (IAG) is established to identify, develop, and implement innovative strategies and solutions to enhance operational efficiency across the University of Waterloo administrative functions. The group will act as a collaborative forum to explore emerging trends, foster creativity, and drive institution-wide improvements in processes, technologies, and systems. 

2. Objectives 

The IAG aims to: 

  • Identify opportunities to streamline processes, reduce redundancies, and improve resource allocation. 

  • Promote a culture of innovation and continuous improvement across departments. 

  • Leverage data, technology, and stakeholder input to drive evidence-based decision-making. 

  • Develop and implement pilot projects to test innovative solutions that have transferable and scalable potential. 

  • Facilitate cross-departmental collaboration and knowledge sharing. 

  • Monitor, measure, and report on the impact of implemented initiatives. 

3. Principles 

  • The needs and goals of the University are prioritized above faculty/department, unit/team and individual preferences. This may involve embracing disruption, navigating discomfort, and working through significant change. By focusing on collective success, we foster collaboration, unity, and a shared sense of purpose that drives the work of the IAG forward. 

  • Decisions are prioritized based on data and evidence. By leveraging accurate and relevant data, we aim to enhance our understanding, reduce biases, and make informed choices that drive success and innovation. 

  • Ideas and challenges are approached with a curious mindset. When faced with barriers or roadblocks, we see them as opportunities to learn and innovate. By asking questions, exploring new ideas, and seeking to understand different perspectives, we turn obstacles into stepping stones for growth and improvement. This fosters a dynamic environment that drives our organization forward.

4. Scope 

The IAG’s scope includes: 

  • Identifying and evaluating administrative and operational processes for improvement for approval by the executive sponsors. 

  • Prioritizing opportunities based on an established rubric. 

  • Triaging opportunities by assigning to appropriate stakeholders for when those opportunities may necessitate broader changes. 

  • Engaging with stakeholders, including staff, faculty, and students, to gather insights. 

  • Identifying barriers to efficiency and proposing actionable solutions. 

  • Recommending changes to institutional policies, procedures, and practices where needed. 

  • Ensuring alignment with the University of Waterloo’s strategic priorities and values. 

5. Membership 

The IAG will consist of representatives from diverse areas of the University, including: 

  • Chairperson: A senior leader with a mandate for innovation and operational excellence. 

  • Representatives from key administrative and academic units. 

  • Staff from IT, HR, Finance, and other critical operational departments. 

  • External advisors or experts, as needed, to bring fresh perspectives. 

  • Student representation (undergraduate and graduate), where applicable. 

Appointment Process: Members will be appointed by senior leadership based on expertise, interest, and alignment with the group’s objectives. 

Term of Membership: Members will serve a one-year term, with the possibility of renewal. 

6. Roles and Responsibilities 

Chairperson: 

  • Provide strategic direction and oversee the group’s activities. 

  • Ensure alignment with institutional priorities. 

  • Report progress to senior leadership. 

Members: 

  • Actively participate in discussions, brainstorming, and decision-making. 

  • Propose innovative ideas and solutions. 

  • Lead or contribute to sub-projects or working streams. 

  • Engage stakeholders in their respective areas. 

Administrative Support: 

  • Coordinate meetings, prepare agendas, and record minutes. 

  • Assist with research, data collection, and reporting. 

7. Governance and Reporting 

The IAG will report to the Executive Sponsors: President and Vice-Chancellor; Vice-President, Academic and Provost; and Vice-President, Finance and Administration.

Meeting Frequency: Monthly, with additional meetings scheduled as needed. 

Progress Reports: The IAG will deliver quarterly updates to the reporting body, including outcomes, challenges, and recommendations. 

8. Deliverables 

  • A comprehensive assessment of existing operational inefficiencies. 

  • A prioritized list of initiatives and corresponding action plans. 

  • Pilot project designs, implementation timelines, and results. 

  • Annual reports summarizing progress and outcomes. 

9. Resources 

The University will allocate the necessary resources, including funding, staff support, and access to data and tools, to enable the IAG to achieve its objectives effectively. 

10. Review and Amendment 

These Terms of Reference will be reviewed annually and amended as required to ensure they remain relevant and effective.