1. Introduction

AINCLUSION is a non-profit association at the intersection of AI, inclusion, and creativity. Our vision is a world where AI is a force for intersectional inclusion and ethics. To achieve this, we recognize that our internal operations and external projects must reflect the highest standards of gender equality. This Gender Equality Plan (GEP) outlines our commitment to fostering an inclusive environment and meets the eligibility requirements for Horizon Europe and Norwegian legislation.

Formal Approval: This plan has been approved by the Board of AINCLUSION on December 23, 2025.

Contact Person: Gender Equality Officer – Board member with responsibility for Gender Equality. 

Applies to: Board members, volunteers, members with organisational roles, paid staff/contractors (if/when applicable), and all AINCLUSION activities/events (physical and digital)

2. Organisational context and commitment

AINCLUSION is a non-profit association in Norway operating at the intersection of AI, inclusion, and creativity, with a mission to make AI accessible and empowering across gender, age, fields, and backgrounds.

AINCLUSION commits to:

• Zero tolerance for discrimination, harassment, and gender-based violence in any AINCLUSION setting (events, online communities, partnerships, etc).
  
• Equal opportunity in participation, visibility, leadership, and access to learning and networking.
  
• Intersectional inclusion – recognising that gender inequalities intersect with disability, age, ethnicity, socioeconomic background, sexual orientation, and other characteristics.
  
• Gender-responsible AI practice, including attention to gender bias and fairness in the AI examples, materials, and projects AINCLUSION promotes.
  

3. Mandatory Building Blocks 

3.1 Public Document

This GEP is a formal document signed by AINCLUSION’s board. It is published on our official website (https://ainclusion.com/) and communicated to all members, volunteers, and partners through our newsletter and internal communication channels.

3.2 Dedicated Resources

AINCLUSION allocates the following resources to ensure the GEP’s implementation:

• Gender Equality Officer: A designated member of the Board/Management responsible for monitoring progress.
• Time Allocation: A percentage of staff/volunteer time is reserved for GEP-related activities (e.g., training, data collection).
• Budget: The association will allocate funds annually for gender equality training and awareness-raising events.

3.3 Data Collection and Monitoring

We are committed to evidence-based policy. AINCLUSION will:

• Collect sex/gender-disaggregated data on staff, board members, volunteers, and project participants. Data collection will be GDPR-compliant and follow data minimisation and confidentiality principles.
• Produce an Annual Gender Equality Report to monitor the gender distribution across roles and pay (if applicable).
• Use these indicators to refine future actions and address any identified imbalances.

3.4 Training and Capacity Building

AINCLUSION will implement awareness-raising and training on gender equality for the organisation, including:

unconscious bias training for decision-makers (board/selection panels)

• Unconscious Bias Training for decision-makers (board/selection panels)
• Gender-Sensitive AI awareness: Integrating gender dimensions into our core mission, workshops, seminars etc.
• Communication: Ensuring our public materials (social media, website) use inclusive language.

4. Recommended Thematic Areas 

4.1 Work-Life Balance and Organizational Culture

Objective 1: Enable inclusive participation in AINCLUSION governance and activities regardless of caring responsibilities, health conditions, or work patterns.

• Flexible Working: Supporting remote work and flexible hours to accommodate caregiving responsibilities.
• Meeting Culture: Scheduling core meetings during hours that do not conflict with school/family commitments 

4.2 Gender Balance in Leadership and Decision-Making

Objective 2: Ensure balanced and inclusive representation in governance and decision-making roles.

• Target: Maintain at least 40% representation of underrepresented genders on the Board and nd key committees, subject to democratic election processes and available candidates.
• Role rotation: rotate chairing, facilitation, and visibility roles (e.g., spokesperson, event host) to avoid informal concentration of influence.
• Transparency: Clearly defined criteria for board elections, leadership appointments, document key decisions and selection rationales (e.g., speakers, partnerships, awards nominations).

4.3 Gender Equality in Recruitment and Career Progression

Objective 3: Ensure fair, transparent, and inclusive selection for volunteer roles, internships (if any), and paid roles (if any).

• Gender-Neutral Job Descriptions: Ensuring all recruitment calls for volunteers or staff use inclusive language, with required skills, time expectations, and selection criteria.
• Diverse Interview Panels: Ensuring gender balance in selection committees.
• Balanced outreach: Targeted outreach to underrepresented genders in AI/tech spaces (aligned with AINCLUSION’s recurring themes such as Women’s Inclusion in Tech).
• Development opportunities: Provide equitable access to speaking opportunities, facilitation roles, and representation in partnerships/projects.

4.4 Integration of the Gender Dimension into Research/Project Content

As an AI-focused organization, for AINCLUSION this covers learning materials, workshops, presentations, public guidance, and any R&I projects AINCLUSION contributes to.

• Workshops, seminars and speaker guidance: Provide workshop organisers and speakers with a short briefing on inclusive practice and respectful Q&A moderation.
• Gender and bias: Ensure that the “gender dimension” is a standard checkpoint in all creative and technical AI projects we endorse or host.
• Project collaboration standard: When AINCLUSION participates in R&I proposals/projects, apply a “gender dimension” prompt at concept stage (who benefits; who may be harmed; what data gaps; what evaluation by gender).

4.5 Measures Against Gender-Based Violence, including Sexual Harassment

Provide safe AINCLUSION spaces—physical and online—through prevention, clear reporting routes, and consistent response.

• Zero Tolerance Policy: A formal “Code of Conduct” (linked in our website footer) that explicitly prohibits sexual harassment.
• Reporting Mechanism: A confidential channel for reporting incidents to the GEP Lead, with clear procedures for investigation and resolution.

5. Training plan 

Training cadence (2026–2028):

• Onboarding briefing (annual, 60 minutes): gender equality basics, intersectionality, inclusive language, bystander expectations.
• Unconscious bias training (annual, 90 minutes): mandatory for Board members and anyone involved in selecting speakers/roles.
• Safeguarding/anti-harassment training (annual, 60 minutes): for event leads and moderators.
• Optional deep dives: gender bias in AI, inclusive evaluation, participatory design.
  

Training evidence: attendance logs (minimal personal data) + short post-training reflection survey.

6. Monitoring, indicators, and annual reporting

AINCLUSION will publish a short annual GEP progress update on its website, including:

• Updated indicators (gender-disaggregated where relevant and feasible)
• Actions implemented and outcomes
• Corrective actions for areas off track
• Summary of safeguarding reports (aggregated/anonymised)
  

This is aligned with the Horizon Europe expectation for data collection and annual reporting based on indicators. 

GDPR note: All monitoring will use the minimum data needed and will avoid publishing any personally identifiable sensitive data.

7. Communication

Internal: shared at onboarding, reiterated before major events, and included in board packs.

External: published under a dedicated “Gender Equality Plan” page; linked in event pages and calls for speakers/volunteers.

8. Review and update cycle

Mid-term review: Q4 2027 (adjust measures/targets based on data and feedback).
Final review and renewal: Q4 2028 (new GEP for 2029–2031).

9. Approval and signature (to be completed by AINCLUSION)

Approved by: AINCLUSION Board (top management)
Approval date: [23/12/2025]

Effective from:
Signed:

Chair of the Board: Letizia Jaccheri

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