Designing for Diverse Shadow Committees: An Inclusive Process to Drive More Inclusive Governance

When we launched our Shadow Committee initiative for the Reimagining Governance for a Flourishing Research Culture project, one principle grounded every decision we made: inclusivity is not optional - it’s essential. For this experiment to truly make an impact, the Shadow Committees had to reflect the full diversity of the university community. Only then could we effectively evaluate the additive value of bringing new perspectives into research governance, and how it compared with traditionally composed committees.

To get this right, we rethought the recruitment process from the ground up:

Co-Designing a Fair, Accessible Recruitment Process

We facilitated a cross-organisational effort to co-design a recruitment process anchored in openness, flexibility, and accessibility. This was never about ticking boxes—it was about building a meaningful and usable pathway for a wide range of people to engage in governance.

This meant exploring the tough questions:

• Who typically doesn’t apply for committee roles, and why?

• How can we enable and encourage participation from people whose perspectives are under-represented on decision-making tables?

• Are we judging people based on their ability to write an application, or their potential to make valuable contributions?

  
  

Flexible Ways to Apply

We know traditional application processes can be a barrier, especially for those who struggle with written submissions - whether due to confidence, time constraints, language, or disability. That’s why we kept the process simple and offered flexible application formats, including the option to apply via video.

We used clear and accessible online forms to capture inclusive and meaningful EDI data. This helped us stay true to our commitment to equality and a fair process from start to finish. We used the data to monitor the fairness of our practice throughout.

Equipping Applicants to Succeed

We wanted every interested person to feel well-informed and empowered to apply. That’s why we produced short support videos, hosted interactive ‘lunch and learn’ Q&As, and created guidance that broke down the process in user-friendly terms.

We also adopted the broadest version of what "skills" look like. Candidates were able to demonstrate their skill through professional knowledge, lived experience, academic understanding, or simply a genuine interest in learning. This was particularly important for early-career staff and students, who might not yet have gained relevant experience but still represent an important faction of the university community.

Reducing Bias and Supporting Inclusion at Every Stage

Our commitment to inclusion didn’t stop once the applications were submitted.

• Redacted applications removed personal identifiers so that reviewers could focus purely on skills and experience.

• A diverse longlisting panel, included both internal and external reviewers, trained in inclusive recruitment practices, identified appointable candidates from within the pool and made recommendations on composition across our three Shadow Committees.

• A structured scoring system standardised how every single candidate was assessed.

  
  

At the final stage, an independent review panel was given access to the full application data, including EDI information. This group ensured balance across successful applicants and had the option to apply positive action where needed - bringing forward under-represented voices and achieving an effective mix of experience types across each committee.

Support for Successful Applicants (and their Shadow counterparts)

Appointed Shadow Committee members are receiving:

• Inclusive governance training

• Ongoing coaching and mentoring

• An enabling fund to remove participation barriers and support further development

  
  

But we didn’t want to just focus on those doing the shadowing. The established committees being shadowed have also been given access to additional training and development opportunities, inviting them to consider how they can support their counterparts in maximising their impact.

Why This Matters

This was not just about recruiting members. We were building a space for inclusive influence. These committees are bringing unique perspectives to important conversations, shaping decisions and helping us model what better governance can look like. We believe this approach won’t just increase representation, it will improve outcomes.

Because when different voices are truly heard and valued, decision-making is stronger, more innovative, and more connected to the communities that we aim to serve.

The Shadow Committee project is part of Reimagining Governance for a Flourishing Research Culture. Formation is supporting this project led by Durham University and funded by the Wellcome Trust through the Institutional Fund for Research Culture.