5. Gender equality, diversity and inclusivity guide
Purpose and scope
This guide supports the design and implementation of inclusive twinning activities within communities of interest (CoI) or practice (CoP), and across project-based collaborations. Developed within the framework of the TransEET project, and as part of the NeMAST toolkit, it addresses horizontal (peer-to-peer) and vertical (institution-to-individual) dynamics to promote gender equality, diversity, and inclusivity.
This guide is addressed to academics, researchers, coordinators, and stakeholders aiming to ensure that twinning activities are inclusive and respectful of all participants, regardless gender, background, identity, or personal beliefs.
The guide highlights the need to create a social context that favors inclusive practices and reduces the risks that can emerge from problematic or offensive individual choices. It does not aim to stigmatize individual actions or incorrect behaviors, but rather to encourage the creation of collective contexts within projects’ activities in which the suggested agreements can become truly inclusive. In fact, it often happens that, within communities organized at more or less structured levels, individuals do not grasp the exclusionary dimension of existing practices: good practice schemes draw attention to the informal relational and symbolic dimension of justice between the participants both on an individual level and for the role they hold. By surfacing these dynamics, we can move towards a more just and equitable environment for collaboration.
This guide therefore pursues the following goals:
- raise awareness of the subjects involved in twinning activities by encouraging a critical analysis of the factors that contribute to generating exclusionary or discriminatory practices;
- avoid a purely formal or legalistic approach to inclusion, gender equality and diversity, i.e. the recognition of indications from a formal point of view, but not from an ethical and moral one;
- support both cultural and structural actions that shift individual practices and social norms toward greater inclusivity
- promote environments where inclusive behavior is visible, recognized, and encouraged
- encourage the organic dissemination and replication of good practices across institutions and contexts
General principles and recommendations
Training and awareness
- Organize workshops and informational sessions on inclusion, gender equality, implicit bias and structural inequalities.
- Create safe spaces for dialogue on these issues, where concerns and experiences can be shared and addressed without fear of reprisal.
- Include hands-on collaborative activities between participants during workshops and other activities (co-design of educational resources through exchange of rapid prototypes) so that common interests and intuitive communication emerges.
Representation and visibility
- Ensure, according to the principle of reasonable accommodation, fair gender and diversity representation on dissemination occasions and in staff exchanges, as well as in all institutional events.
- Promote awareness of contributions from underrepresented groups, particularly female and non-binary scholars.
Inclusive communication and materials
- Use diverse and inclusive images and language in project websites and communication materials.
- Present participant lists in alphabetical order to avoid reinforcing hierarchies based on seniority or academic status.
Guidelines for events and exchanges
Organizing conferences, seminars and staff exchanges:
- Guarantee balanced gender representation among invited speakers and guests.
- Contact speakers in advance when scheduling to accommodate personal or ethical needs.
- Plan social events inclusively, considering dietary restrictions, accessibility, and childcare support.
- Ensure equal visibility for all speakers regardless of gender or status.
Moderating events:
- Encourage active and equitable participation (e.g., implement “one person – one question” rules).
- Rotate moderators to avoid gender bias in leadership roles.
- Prioritize the inclusion of early-career researchers where appropriate.
- Provide a short pause before Q&A sessions to allow for audience processing and reflection.
- Do not tolerate aggressive, discriminatory, or demeaning behavior. This includes derogatory comments, sexual innuendos, interruptions, or personal attacks.
Guidelines for Communities of Interest
- Support the active participation of all members, especially those from diverse linguistic or cultural backgrounds.
- Allow extra time for speakers working in a second language.
- Avoid completing others’ thoughts or interrupting their expression.
- Highlight contributions based on content rather than linguistic fluency.
- Respect each participant’s name and pronouns—always ask and use them appropriately.
Gender equality and inclusion in wider frames of reference
This guide aligns and contributes to the achievement of the United Nations 2030 Agenda for Sustainable Development, with a particular emphasis on Goal 5 – Achieve gender equality and empower all women and girls, and Goal 10 – Reduce inequality within and among countries.
By integrating gender equality, diversity, and inclusivity into twinning activities and institutional practices, we take concrete steps toward building more equitable and sustainable academic and research environments. These efforts align with the broader vision of the 2030 Agenda, which recognizes inclusive and quality education, equal opportunity, and non-discriminatory institutions as cornerstones of global progress.
In adopting these guidelines, partners are not only fulfilling the requirements of the Gender Equality Plans (GEPs), adopted by all TransEET partners, promoted by the European Union under Horizon Europe, but are also contributing to an international framework that promotes dignity, justice, and equality for all.
The implementation of inclusive practices within twinning activities should be seen as a long-term commitment—one that reflects both institutional responsibility and shared values of respect, collaboration, and social sustainability.
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Links to TransEET partners GEPs
UNITO
JKU
https://www.jku.at/fileadmin/gruppen/39/Statement_of_Commitment_GEP_Horizon_Europe.pdf
NKUA
HVA
https://www.hva.nl/binaries/content/assets/hva/werkenbijdehva/gep—nl.pdf?1647595848093
UCL
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Useful links and further readings:
To learn more, watch our webinar centered around “good inclusivity practices in scientific collaboration” held at the University of Turin on November 20th, 2024.
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