Equality Analysis Report Template (2014)

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1 Equality Analysis Report Template (2014) 1 Title of policy Staff Development and Performance Review 2 Who does the policy, provision, procedure or practice affect? All core (non-casual) staff, 3 Sources of evidence used 1) Statistical analysis of participation in SDPR: Completed reviews registered in itrent in 2013 and ) Survey responses about SDPR in the 2013 Staff Survey (most recent available) 3) Short anonymous surveys about equality in SDPR sent to two sample departments, plus Human Resources Managers and Advisors, with the option to pursue further discussions in person. 4 Analysis of impact of policy, provision, procedure or practice 1. Potential for inequality during Staff Development and Performance Review SDPR applies to all core (not casual) staff, and from June 2014 it has been mandatory for all staff to take part. It is an opportunity to review past successes, find solutions to problems, give and receive feedback, set objectives and make plans for development. The heart of the system is a conversation between an employee and their line manager or reviewer. The risks for inequality therefore centre on anything that will affect the conduct of that conversation, and any assumptions that are made when setting objectives and development plans. Unconscious bias is clearly a risk here as with anything else that influences working relationships. Other potential risks are: a) Disability. Some mental impairments or illnesses can strongly influence a person s ability and confidence to have reflective, self-analytical conversations about their work, performance and plans, and their facility for responding to feedback. b) Age. It has been reported that some people nearing the end of their careers are less interested in performance and development conversations, and reviewers can play a part by having such a mind set themselves. There are also frequent media reports and research about the changing attitude of successive generations towards careers and professional development, which may not be shared or appreciated between reviewers and reviewees. 1

2 c) Pregnancy and Maternity. SDPR is an annual review and planning exercise, and it can be challenging for reviewers to adjust to periods of absence and the requirements of women returning to work. 2. SDPR completion statistics Completion of SDPR as recorded in itrent is analysed by gender, ethnicity and disability status (Appendix A), and monitored annually by the Equality and Diversity Committee. More women than men take part, and this gap has been sustained as overall participation in the process has increased over the past three years. Staff with ethnicity other than white participate in smaller proportion than white staff, although in some cases the absolute numbers are small and large changes in percentage possible with small changes in participation. Nevertheless, it is a concern that staff of Asian ethnicity have consistently undertaken SDPR in markedly lower proportion than the University average, whereas Chinese and Other races staff have steadily increased their participation. We intend to investigate possible causes of low engagement among Asian staff and male staff. Historically it was thought that this could be explained by the concentration of ethnicities other than White into the Education and Research job family, where SDPR has been less prevalent, but the steady increase in the Chinese and Other groups may indicate otherwise. Staff with disabilities undertake SDPR in higher proportion than staff with no recorded disability. SDPR was made mandatory for all staff in the summer of 2014, so uneven participation rates should ultimately smooth out, but it will be important to continue to monitor the submission rates by protected characteristics and by department to address any discrepancies. The quality of experience and outcomes from the SDPR will be more of a focus in future. 3. Survey evidence The most recent whole-university survey that included SDPR was the Staff Survey There were additionally questions about SDPR on the Research Staff survey The 2013 Staff Survey offers rich data because it included a section specifically about SDPR, although this was unique to the University of Bath so could not be benchmarked with other institutions. The general positivity about the usefulness of the SDPR process (75% found it useful) was reflected across demographic groups. Groups with a significantly more negative response than the University generally to specific questions were as follows: 2

3 Age 25 and under; Other White Background; BME: Less likely to have had a review in the preceding 12 months. There was an opportunity for respondents to say why they had not had an SDPR, and 328 respondents took this opportunity. In most cases this was because they were not offered one. The majority of other cases were the respondent being new to the organisation, or more rarely the respondent s lack of interest or knowledge that they were entitled to an SDPR. No issues of bias or diversity were reported in these responses. The quality of SDPR experience was strongly linked throughout the survey responses to the skills and attitude of the reviewer, with many respondents suggesting more training and more mandatory training for all reviewers. To gain more specific insight into potential or observed inequality during SDPR, two large departments (one academic, one professional service) circulated a short survey in March Fifty-five responses were received out of a total staff of 180. Of these respondents, 31% had experience as reviewers, 82% had experience as reviewees. The same survey was completed by Human Resources Managers and Advisors, who have a wide awareness of front-line issues for staff and managers. The survey asked whether people were aware of any potential for staff to have different experience of SDPR according to protected characteristics. Only age and pregnancy and maternity were identified as potentially discriminating by more than 10% of respondents (11% and 14% respectively). The free text responses inviting further explanation were dominated by age, especially the end-of-career issue, and maternity. Other responses talked about the individual attitudes of reviewers, and the view that SDPR is a box-ticking exercise with which some staff don t engage. One respondent mentioned mental impairments, presumably of reviewees. The survey asked for examples of good practice and potential for improvements. Many of the responses concerned the skill, knowledge and commitment of reviewers, to be addressed by training and coaching. There were also specific ideas such as a time limit for completion of the documentation, more accessible documentation and better communication of the benefits indeed the requirement - of SDPR for staff with short term contracts. 3

4 5 Assessment of potential impact on protected groups (see section 1.6(5) Characteristic Good practice identified Risk of adverse impact [Please tick] High Medium Low Age Disability Gender Marriage and civil partnership Pregnancy and maternity Race Review SDPR objectives before staff member goes on maternity leave, and again on return Religion and belief Sexual orientation Transgender status Comments on the assessments given: Some survey respondents commented on the potential for staff to be disadvantaged at SDPR according to their age, certain disabilities and maternity/pregnancy status. However, few provided real examples or mitigating good practice. The assessment of risk against race is made on the basis of the observation that some races undertake SDPR in lower proportion than other staff. 4

5 6 Commentary on good practice identified Have you identified good practice that could benefit other Departments/Faculties? If so, please describe it below. 1. Pregnancy and maternity. SDPR conducted in the approach to, and return from, maternity leave took especial care to consider how objectives, workload and development plans could take account of the anticipated period of absence, the need to plan for work being done by colleagues and the plan for return. In one case the careful approach by the reviewer made it possible for the reviewee to be much more confident that her academic career trajectory was minimally impacted. 7 Actions to mitigate actual or potential adverse impact If you identified a risk of adverse impact in Section 4 above, please specify here what action will be taken to mitigate this. For each action, state the timescale for introducing any change to policy or practice, and who is responsible for ensuring this is completed. Action Timescale Responsibility Continue University-wide training, awareness-raising and expectation of good practice in SDPR, to include specific mention of potential for unequal experiences regarding maternity, age and disability. Ongoing. Publicity and reminders to all departments and managers May-June 2015, recurring. Heads of Department (expectation-setting), Head of Staff Development (training and awarenessraising). Review current guidance and include specific references to issues that may arise in relation maternity, disability and age. 31 July 2015 Head of Staff Development 8 Name of reporter Dr Simon Inger, Head of Staff Development 9 Date 28 May

6 Appendix A: Recorded participation in SDPR process Percentage of eligible (postprobation) staff undertaking SDPR (recorded on itrent) headcount for reference Gender Female Male Total Ethnicity White Black Mixed Asian Chinese Other Not known/recorded Total Disability Status No Yes Not known/recorded

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