Reporting
Reporting
Key to the implementation of this plan is keeping track of the work that is being done. By mapping out the paths being cleared, we are setting ourselves up to better sustain, connect and expand a growing range of projects and initiatives.
Following the launch of Xʷkʷənəŋistəl | W̱ȻENEṈISTEL | Helping to move each other forward (UVic’s Indigenous Plan, 2023), the Office of the Vice-President Indigenous (OVPI) brought together representatives from each executive portfolio to advise on the development of a collaborative reporting framework and assessment strategy.
We thank members of the Indigenous Plan Implementation Assessment Advisory Group for providing portfolio-specific insight and advice towards:
- aligning the Indigenous Plan reporting process with other institutional plans
- identifying key performance indicators for each of the Indigenous Plan priorities; and
- developing portfolio-specific reporting templates.
This work was undertaken so to support cross-portfolio data sharing and to reduce the administrative load on those we are asking to engage in the reporting process.
Accountabilities
The new reporting cycle acknowledges our distinct responsibility as a university community to respect and uphold the language and teachings that were shared with us. In that spirit, the information you share will be summarized in a series of reports to:
- The Language Champions and Elders who guided our use of Sk̓ʷes | TŦE SKÁLs I, TŦE Ś,X̱ENAṈs | The Laws and Philosophies throughout the Indigenous Plan, namely, J,SIṈTEN , Dr. John Elliott and Čeyɫəm, Dr. Elmer George.
- Members of səlxʷéyn sqʷél | SELW̱ÁN SḰÁL | Elders Voices
- The Indigenous Community Engagement Council (ICEC)
- Indigenous members of the UVic Community
Timelines
| Reporting Cycle | I | II | III |
|---|---|---|---|
| Reporting Period | September 25, 2023 - April 30, 2025 | May 1, 2025 - April 30, 2027 | May 1, 2027 - April 30, 2029 |
| Annual Report Due | X | May 11, 2026 | May 12, 2028 |
| Biennial Report Due | May 12, 2025 | May 10, 2027 | May 11, 2029 |
Each two-year reporting cycle includes annual and biennial components:
Annually, units are asked to complete a brief, high-level report on specific initiatives completed or in progress. This smaller reporting template will encourage units to track progress in areas where we expect to find significant changes on a yearly basis. The streamlined annual report is also intended to lessen the year-to-year administrative load associated with reporting, and support units in their preparation of a more detailed report in the subsequent year.
Biennially (on odd numbered years), and in addition to completing the annual report, units are asked to share additional information about initiatives that are the product of careful and long-term planning. The new reporting cycle is designed to better recognize and celebrate these long-term achievements. The biennial reporting template also provides guidance and space for units to share the distinct and creative ways in which they have taken up the priorities of the Indigenous Plan.
Reporting Templates
Five portfolio-specific reporting templates have been created to streamline the process of completing the annual and biannual reports. Please access and refer to the template for the portfolio in which your unit sits. To ensure consistency in the reporting and assessment process, please follow the provided templates and send your completed reports as a word document to: IndigenousPlan@uvic.ca.
IP Reporting Template_2023-5_FULL (FOR REFERENCE)
IP Reporting Template_2023-5_USEC + OVPI
IP Reporting Template_2023-5_VPAC
IP Reporting Template_2023-5_VPER
IP Reporting Template_2023-5_VPFO
IP Reporting Template_2023-5_VPRI
Instructions & Definitions
Initiative Descriptions: Respecting the word limits, please briefly summarize initiatives and, where relevant, hyperlink to a news release, webpage, article or course calendar entry where more information may be accessed. A member of the OVPI team will reach out to you if more information is needed to better understand and communicate the nature of the initiative or project.
We appreciate that some units may have only a few initiatives to report, especially where those units are smaller or where those initiatives require significant resourcing and staffing. We encourage units to prioritize the actions that resonate most with their work.
Project Status: For each initiative, please select a project status and indicate its timeline based on the following definitions and examples:
- In Planning: a steering group or committee has been formed; a proposal has been written; and/or partnerships have been identified
- In Progress: a steering group or committee regularly meets to move the project forward and monitor progress; tasks are delegated; some project milestones have been reached; and/or confirmed partners are actively engaged in the work
- Completed: a main deliverable has been finalized, approved, and/or implemented; set targets have been reached; new standards or procedures are in effect; and/or work on the initiative is otherwise concluded
- Ongoing (where initiatives do not have a definitive ‘end’ or final deliverable): agreements and plans are in place to maintain and renew partnerships; a process is in place to respond to emergent or new priorities; and/or a course of action is firmly set with long-term resources and sustained funding.
For initiatives that are in planning or in progress, please indicate an anticipated completion date.
| 8. What new staff and/or faculty positions have been created to introduce, resource and sustain Indigenous initiatives within your unit?
Priorities 4.1.2; 4.2.2; 4.4.2; 2.1.3; 3.4.1c BC DRIPA Actions 4.5d & 4.5e ContentContent |
Position 1: Director of Culture, Protocol and Community Relations (full-time). This new role provides leadership and oversight for university initiatives pertaining to Indigenous protocol, collaborations and community engagement. |
Timeline Completed: 01/10/2023 Anticipated Completion: |
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Position 2: Director of Indigenous University Communications (full-time w/ IACE). This new role has been created and filled to address increasing requests for guidance on Indigenous-specific communications and strategic priorities. |
Timeline Completed: 01/09/2024 Anticipated Completion: |
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Position 3: Implementation Coordinator – ICD Policy (full-time). Our office has identified the need for a forward-facing staff position to oversee the process of implementing the incoming Indigenous Citizenship Declaration Policy. A job description is in development in consultation with Indigenous student support staff across campus. |
Timeline Completed: Anticipated Completion: 01/09/2025 |
Aligning our Paths Forward
This renewed Indigenous Plan is informed by a number of university, provincial, national and international frameworks. In addition to consulting university planning documents that offer area-specific guidance, we encourage members of the university community to engage with the calls to action and justice accompanying the Truth and Reconciliation Report (2015) and the National Inquiry into Missing and Murdered Indigenous Women and Girls (2019).
Many of the priorities identified in this plan support, and expand on, our responsibility to implement the recently released BC Declaration of the Rights of Indigenous People Act (DRIPA) Action Plan. These alignments are indicated throughout the text of the goals and a summary is available here, uvic.ca/ovpi/appendices.
Tracking our Progress
Reporting allows us to assess our progress in alignment with our strategic goals. By measuring key performance indicators against predefined goals, we ensure that our efforts are consistently directed to helping to move each other forward.
To determine the impact and success of this plan, the IPSC and Office of the Vice-President Indigenous (OVPI) worked in to collect baseline data from reporting units in 2023. The OVPI will continue to work with faculties, divisions and units to support and track the implementation of university’s commitments to redress barriers in post-secondary institutions and to honour Indigenous ways of knowing and being in education, research and governance.
Annual & Biennial Reports
High-level implementation summary reports will celebrate and communicate significant endeavours, support university-wide strategic planning, and inform resourcing strategies to sustain initiatives with demonstrated impact. In addition to fulfilling provincial reporting requirements, your unit’s participation in the reporting process will strengthen the ways that we hold ourselves accountable our university community’s commitment to ʔetalnəw̓əl̓ | ÁTOL,NEUEL | Respecting the rights of one another and being in right relationship with all things.
Keep an eye on this page for the upcoming release of our Indigenous Plan Reports.
Previous Indigenous Plan Reports (2017-2022)
Learning, Training, & Feedback Opportunities
Over the past year, 350+ staff, faculty, community members and administrative leaders have participated in training sessions and workshops on the Indigenous Plan. The presentations can be tailored to resonate with your unit’s work and the interactive components are designed to support unit planning, implementation and reporting.
To coordinate a session for your team, please connect with us at: IndigenousPlan@uvic.ca.
We are continuing to collect and respond to feedback on the Indigenous Plan reporting process. As you engage with this process, we welcome your thoughts on how we can best acknowledge and celebrate the achievements of our campus community and on how we can continue to improve our approaches to implementation and assessment. Please direct feedback and questions to: IndigenousPlan@uvic.ca.