In September 2023, the department invited the American Physical Society (APS) for a climate site visit — a process designed to assess the departmental culture and offer practical recommendations for greater inclusion. Led by professors Lora Ramunno (chair), Adina Luican-Mayer, Béla Joós, Vincent Tabard-Cossa and Jacob Krich, the Physics Equity, Diversity and Inclusion (EDI) Committee spearheaded this initiative as part of the University’s broader commitment to supporting equity and inclusion across campus.
For decades, APS has conducted climate site visits to help departments improve their work environments. “We wanted to examine the climate in our department, identify real issues and study them,” says Professor Tabard-Cossa. “As scientists, we need to act based on data, so we needed an external evaluation for a clear picture.”
The process began with a detailed self-study involving interviews with students, faculty and staff, and benchmarking against other Canadian physics departments. This helped define expectations and priorities for improvement. APS also ran a confidential survey of everyone affiliated with the department, which saw a high participation rate. From September 26 to 28, 2023, the APS team, composed of volunteers with expertise in inclusion and a passion for physics, visited the department to engage with a wide range of groups. They met with professors, graduate and undergraduate students, postdoctoral researchers, research associates and members of equity-deserving groups. They also held high-level meetings with the dean of the Faculty of Science; the vice-president, research and innovation; and the vice-provost, equity, diversity and inclusive excellence.
APS later submitted a comprehensive report with key recommendations. A central suggestion was to reimagine first-year undergraduate courses. “Many students see these courses as gatekeeping mechanisms,” notes Professor Ramunno. “APS suggested transforming these into more welcoming experiences, akin to opening a door rather than putting up a barrier.” The aim is to create a more inclusive entry point and adopt stronger teaching practices.
Among the standout messages, the feedback from APS recognized the department’s strengths and its capacity for change. “The department prides itself on its collegiality and openness,” the APS report states. “Faculty members value this, and there is desire to deepen that collegiality and ensure it extends across any real or perceived barriers to fully include historically marginalized groups.” This sentiment aligns with the department’s ongoing efforts and aspirations.
Improving access to resources was another major recommendation. APS observed that while resources exist, they’re often scattered and difficult to find. “Making resources easily accessible is crucial for effectively supporting our members,” says Tabard-Cossa.
A concrete recommendation was to implement a flexible policy for name changes and pronoun use. “This sets a tone of inclusivity and responsiveness,” adds Ramunno. Addressing such issues reinforces the department’s commitment to creating a welcoming space for all.
Community-building emerged as another focal point. The department is physically split across two buildings, has diverse research areas and operates in both French and English. This can create silos. To address these challenges, APS recommended more department-wide events to foster connections. The September 2023 graduate student barbecue was a successful example, illustrating the impact of informal gatherings in strengthening community.
Not all recommendations involved change — some affirmed ongoing practices. One example was the workshop on handling sexual violence, co-organized by Ramunno and the Human Rights Office as part of the department’s colloquium series. Participants worked through real-life case studies, discussing how they’d handle specific scenarios in their labs or classrooms. “It was wonderful to see a room full of highly engaged students, staff and faculty,” says Professor Krich. The consensus was to have these training sessions annually, emphasizing the department’s commitment to addressing this serious issue. As a continuation of this initiative, the department recently held a session for professors on supporting students facing mental health challenges.
The APS visit marks a pivotal moment in the department’s journey towards greater inclusion as it implements these recommendations. “Our goal is to continually transform our department into a place where every individual feels valued and supported,” says Ramunno. By rethinking education, improving access to resources and strengthening community ties, the Department of Physics is taking meaningful steps towards that future.
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