Location: Video Conference Avery Hill (S311) and Medway (Drill Hall) Date & Time: 3 December Document: Minutes of Meeting

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1 1 Meeting: Disability Forum Location: Video Conference Avery Hill (S311) and Medway (Drill Hall) Date & Time: 3 December Document: Minutes of Meeting Attendees: Apologies: Karen Weaver Equality and Diversity Champion (Chair) Melanie Thorley - Partnership Division Sandra Payne, School of Engineering Yana Tainsh Director of Resources, School of Education Maureen Blackman, Safety Adviser Stewart Edwards, Facilities Management Liz Laurence, Note Taker Tony Mann, Director of Resources, School of Computing and Mathematical Sciences June Ernstzen, School of Humanities & Social Sciences Sandra Rankin, Senior Lecturer, Psychology Ami Solomon, Education Liaison Manager Colin Allen Business School Florence Lowry, Technician, School of Science Jaswant Singh, ILS, Dreadnought Labs Matthew Nadeau, Information Services Trudi Knight, Senior Web Services Officer (on behalf of Clifton Kandler) Lynne Spencer, Campus Head of Student Affairs Medway Adele Brooks, Architectural Assistant (Stockwell Street Development) Item Topic Action 1. Welcome and Apologies The Chair welcomed the group and advised of apologies. 2. Minutes of the Last Meeting Minutes from previous in August 2012 were agreed with small alterations to the wording in agenda item Matters Arising 3.1. Disability Disclosure (Staff) Karen reported that she had not received any suggestions for additional school and office representatives to attend the Forum. Discussion was held around who the relevant schools and offices may be, whether we need representatives to attend in person or if is sufficient for issues to be communicated and answered via , and issues around staffing (i.e. less staff across the university and time constraints around attendance at s). The group agreed that for areas of the university in which disability features highly (e.g. FM, Safety Unit), it is useful to have a representative to attend s, especially for items specific to that particular area e.g. Trudi Knight who has provided invaluable expertise from ILS at s. Another example is Marketing, who are key with respect to readability of University house style for documents, website etc. It was also agreed that for other schools and offices, it would be sufficient to have a named contact, who is not obliged to attend regularly but would attend where items refer to that particular area. It was agreed that actions should be added for schools and offices within the University Equality and Diversity Action Plan, which is reviewed and endorsed annually

2 2 by the Equality and Diversity Committee. Based upon the discussion, this should be either : i) measurable attendance at s of the Disability Forum, for example attendance at 85% of s for areas of vital importance to disability issues (e.g. FM, Safety Unit) ii) nominate a representative / point of contact for the Disability Forum, and to attend s where relevant agenda items are to be discussed (e.g. Marketing) The regularity of s was discussed, which is currently once every two months. The group suggested this may be off-putting for some departments to send a representative that often, especially where there was not an item specific to their area. Throughout the course of discussion, Karen updated the group that Equality and Diversity Committee have asked for updates from university staff network groups, and the group suggested that Disability Forum s should be brought in line with the Committee, who meet once per term. It was agreed that Forum s should be extended to 2 hours and that more use should be made of the portal group and communications between s. It was also agreed that this should be kept under review to ensure issues are sufficiently covered. Disability Forum to meet once per term for 2 hours. Karen to update members of revised Disability Forum dates for Members to utilise portal group and communications between s. Actions relating to named contacts / representation at s to be added to the University Equality and Diversity Action Plan. Keep scheduling under review Technology and Software These matters arising and agenda item 4.1 were not reached due to on-going discussion of other matters arising. Item to be discussed at the next Forum Disability Named Contacts These matters arising and agenda item 4.1 were not reached due to on-going discussion of other matters arising. Item to be discussed at the next Forum.

3 3 3.4 Car Parking Karen confirmed the car permit renewal form had been ed, however, members did not recall seeing it. Karen advised she would re-circulate. Members raised questions around temporary parking permits issued by occupational health as part of a return to work assessment and what the review process for this is. It was agreed this should be followed up with Occupational Health. It was also agreed more should be done to promote what types of support is available from Occupational Health relating to disability, mobility, accessibility and/or return to work. Karen advised that a member of the Forum had ed suggesting more push than pull information-giving. Karen mentioned that there had been more guidance coming from Occupational Health e.g. winter blues advice and guidance for managers on disability but that she would raise this item with them. Members questioned why staff, students and visitor blue badge holders are expected to display a university parking permit. Stewart agreed to raise this with Simon Earp. Karen to re-circulate the car permit renewal form for review. Karen to ask Occupational Health to provide information on support available Stewart to ask Simon Earp about blue badge holders university permits SE 3.5 Stockwell Street development Karen advised that she has fed back comments from the Forum to the Stockwell Street regarding café and seating plans. Karen also advised that Maureen Blackman will be representing the Disability Forum in the Access Control Pilot on 5 th December. Action: Maureen to feedback on the Access Control Pilot of 5 th December MB 3.6 Celebrate Difference and Diversity 2013 Karen updated the Forum on next year s events and asked for further ideas to promote disability at the stalls. The events are being held w/c 25 th February in a similar style to the previous Wellbeing / Green Week events i.e. one central stall-type event per campus. Stalls being pursued are Canine Assistance Dogs ( Dogs for Diversity ), *Accessibility Ambassadors, sign language tasters and mental health. Karen mentioned that Occupational Health and Wellbeing have been approached to see if they would like to be involved in organising this as a joint event. Melanie suggested ideas including: - Mind - BDA (British Dyslexia Association / British Deaf Association) - Sexual Health (possibly run through School of Health) - SUUG Glee Club performance Action: Members to suggest any further ideas for stalls on how to promote disability at Celebrate 2013.

4 4 3.7 Emergency evacuation of personnel with a disability (known as PEEPs : Personal Emergency Evacuation Plans) These matters arising and agenda item 4.3 were not reached due to on-going discussion of other matters arising. Item to be discussed at the next Forum. 3.8 New Societies Melanie and Matthew have discussed promotion of new Mature Student and Disability societies and work is underway. Melanie advised over 1700 mature students have registered interest in the society so they are trying to organise one Ambassador per campus to coordinate and attend s. The Disabled Students Society is planned for w/c 10 th December. Melanie said the students are interested in promoting awareness, such as events for International Disabled Persons Day and that they do not want the society to be purely social. Melanie advised that the societies are a retention exercise to enhance the student experience. Matthew will be advertising the societies on the screens. 3.9 Feedback of Disability Forum Items to Schools and Offices Members outlined how they feedback items discussed at the Disability Forum to their schools and offices as follows: - Stewart: list of key points at team s / via - Maureen: as her department is small, informal update after the - Melanie: synopsis via - Yana: raise items at relevant committees e.g. FM, Sustainability - Sandra: update item on the School executive agenda with a summary of relevant points Karen updated the group that Ami Solomon had raised an issue at Equality and Diversity Committee regarding lifts being out of action (due to planned works it was a breakdown and then delayed provision of parts for repair), which had affected members of staff with mobility issues. She had asked for any proposed works to be brought to the Committee so that potential impact could be addressed. It was agreed that this would be impractical but had raised the importance of completing equality impact assessments (EIAs) across the university. Karen advised she will be taking a proposal for implementing EIAs to a forthcoming of the Committee. Awareness of EIAs within the group was sporadic - some members advised they knew vaguely, others had no awareness at all. Stewart advised FM undertake a process of assessment within their project reviews e.g. risk assessments and accessibility and that much of their work is undertaken at night to cause limited impact. Yana advised that she becomes aware of works at the FM Committees, where they use the list of proposed works to inform their room and teaching arrangements. Stewart that some work is reactive, and therefore impact is sometimes unavoidable. He advised the group of a projects database that FM keep up to date with planned works, who the contractors are etc. Stewart will check to see who has access to this, as the group felt this would be useful for staff to check against, especially when planning things like open days and Celebrate events.

5 5 Karen to take impact assessment proposal to Equality and Diversity Committee and update Forum on outcomes Stewart to update the group on access to the FM projects database 3.10 Standing Items SE Karen reported that she had not received any other standing items put on the agenda. She mentioned the issue of the number of matters arising and that she would like to review and try to group them into relevant standing items. The following titles were suggested: - Forthcoming Projects: for representatives to bring proposed projects / codes of Practice, Impact Assessments, for the group to be aware of and consult on e.g. Stewart for FM works; - Promotion / Awareness and Communication: to cover things like Marketing, upcoming awareness days/months, Celebrate, for members to discuss how best to communicate and promote these events. - Best Practice / New Legislation: for Karen to bring updates from Equality and Diversity Committee, information about equality legislation, reporting, new policies and best practice across the sector. Also for members to bring items they have seen regarding disability best practice. Comment [1]: New suggestion of title as Proposed Projects and Procedures. to agree Action: to suggest any additional or amendments to standing item titles 4. Agenda Item 4.1 Technology and Software The matters arising and agenda item 4.1 were not reached due to on-going discussion of other matters arising. Item to be discussed at the next Forum. 4.2 Disability Named Contacts The matters arising and agenda item 4.2 were not reached due to on-going discussion of other matters arising. Item to be discussed at the next Forum. 4.3 Emergency evacuation of personnel with a disability (known as PEEPs : Personal Emergency Evacuation Plans) The matters arising and agenda item 4.3 were not reached due to on-going discussion of other matters arising. Item to be discussed at the next Forum. 5. Any Other Business 5.1 Justified Text Karen advised that she would be sending the group some information on justified text and would like members to her with their thoughts on the merits of justified text and whether the university should move to standardised alignment within its documents. Karen to circulate information to group

6 6 to respond on merits of justified text 5.2 Dyslexia Screening Tool Maureen informed the group of a new Dyslexia Screening Tool she had become aware of, which is a potential replacement for the Lads tool the OSA Disability and Dyslexia Team currently uses. Maureen advised she and Anne Heans of the D&D Team have signed up to test the tool, and will update the group at a future. Karen and Melanie also took some information to follow up on. To update at future 5.3 Winter Garden Funding Stewart updated the group that the University has received funding to renovate the Winter Garden and there are plans for accessible beds and sensory gardens. Karen advised that the group is available to consult and test the proposals, and Melanie advised that her Ambassadors would be able to help from a student perspective. Stewart will keep the group updated. To update at future 6. Meeting Revised dates for future s are: 25 th March (Dreadnought D021 and Drill Hall DC017) and 10 th June (Mary Seacole S311 and Drill Hall DC017)