Institute of Contemporary Interdisciplinary Arts (ICIA)

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1 Equalities Impact Assessment (EIA) - Exemplar Institute of Contemporary Interdisciplinary Arts (ICIA) Students Union (SU) Societies: Support A: Policy / Practice Details 1. Title of Policy / Practice Students Union (SU) Societies: Support 2. Aims, objectives and purpose of the policy, procedure, service or function In addition to the programme of extra-curricular opportunities available to students led by ICIA 1, it is also the remit of ICIA to support students in their own arts activities. Assistance is tailored and adapted to the varying needs and expectations of students and will ordinarily take the form of one or more of the following services offered by ICIA: o An informal advice service offering general help and support at the request of students. o Formal training sessions in conjunction with the SU, open to societies organising cultural events on Event Management and Marketing. o The Arts & Media Development Fund, which via an open application process offers financial support to any student society, group, or individual student wishing to arrange an artistic or creative project, workshop or event. o The programming of activities, rehearsals and events into spaces managed by ICIA (primarily the Arts Theatre and Arts Barn). o Marketing, Box Office and Front of House support for events. ICIA also works closely with SU staff and the elected Sabbatical Officer for Activities & Development to ensure that the support offered to students is appropriate and meets the needs of groups and individuals. This collaborative approach also extends to the shared programming and organisation of relevant activities and events, including the Arts & Media Day in Freshers Week and the annual Festival on the Hill series of events. The University s annual Arts & Media Awards also forms part of this support by recognising the achievements of individuals through a series of prizes covering the wide spectrum of cultural activity undertaken by students at the University. 3. The main stakeholders Support is open to any student society, group or individual student undertaking cultural activities at the University of Bath. 1 Covered by the EIA entitled Classes & Workshops (Participants) 1

2 4. Aspects of the policy that particularly impact on equality and diversity a) Advice and training In 09/10 ICIA organised 4 workshops for students: 2 were related to the Arts & Media Development Fund, attended by representatives from a total of 9 arts, media and cultural societies; a further 2 were run in conjunction with the SU as part of the annual society committee induction process, covering aspects of ICIA support and attended by representatives from 10 arts, media and cultural societies. Further details on which societies were represented at these workshops were not recorded. In addition, members of ICIA staff met with individual students and society committees to give informal advice on a range of issues including programming, marketing and events management. There were at least 50 instances of such meetings during 09/10, although exact numbers and who attended them were not recorded. b) Arts & Media Development Fund In 09/10 there were 10 applications to the Arts & Media Development Fund comprising 7 arts societies, 1 cultural society and 2 individual students. Direct financial support was given to 7 projects, either in the form of paying for workshop tutors or professional artists to work with students, or paying for publicity materials for events. Each of the 3 unsuccessful applicants for direct support have instead been given further guidance either to re-work their application for re-submission at a later date or by facilitating support from more appropriate sources utilising ICIA s network of partners. c) Programming of activities into ICIA spaces SU society events and rehearsals are programmed into ICIA spaces at the same time as other activities in the ICIA season, free of charge. Primarily in the Arts Theatre and Arts Barn, these other activities include general teaching, dance classes and professional events. Consequently there are only a limited number of slots available each semester, resulting in some rehearsals taking place in University spaces not managed by ICIA and other events programmed into venues off-campus. During 09/10 there were 11 student productions programmed into the Arts Theatre, with a further 10 events taking place in other locations both on- and off-campus. In addition there were regular weekly rehearsal slots for 2 societies in the Arts Theatre and 11 societies in the Arts Barn, allocated on a first-come-first-served basis dependant on time and availability. Approximately 150 individual student rehearsals, one-off bookings and short-term block-bookings were also accommodated during this period, although exact numbers and details were not recorded. d) Marketing, Box Office and Front of House support ICIA included details of 22 performances in its seasonal brochures during 09/10 with all student cultural events listed on the ICIA website. ICIA s Media & IT Designer created publicity materials for 15 societies to assist in their marketing of events. 2

3 ICIA also created, sold and made the necessary financial arrangements for the sale of tickets on behalf of societies for events both on- and off-campus, and allocated trained staff to run the Box Office and Front of House operation for all student events. B: Analysis 5. Data used o Data extracted from the ICIA room booking system and University room timetables; o Access information relating to venues used on- and off-campus; o Financial information relating to monetary support for societies; o Consultation with members of staff responsible for student liaison and those in direct contact with students and members of SU staff; o Consultation with appropriate members of SU staff. 6. Assessment of adverse impact a) Disability All on-campus venues used for performances and rehearsals during 09/10 were fully accessible for performers and audiences, with an induction loop also operating in the Arts Theatre. Access to the Arts Barn for wheelchair users is not ideal due to unsuitable entrance doors, although temporary measures are in place to improve access for rehearsals and as dressing rooms for performances. Of the 8 off-campus venues used for performances during 09/10, 6 were fully accessible, 1 had limited access for wheelchair users and 1 is undergoing refurbishment work to enable wheelchair access from spring ICIA has recently introduced a policy not to use off-campus venues that aren t fully accessible as a result of lessons learnt from previous experience. However, student off-campus events are organised separately by individual societies, over which ICIA has no control. ICIA will continually review the suitability of off-campus venues to ensure they comply with access requirements, and where input is requested will be able to advise individual societies as appropriate. b) Race As stated above, support is open to any student society, group or individual student undertaking cultural activities at the University. This includes the many cultural societies on campus, some of whom organise performances by and for their members featuring music, dance and theatre. However, there are instances where this policy may not be known by these groups, evidenced by a) proportionately low numbers of applications to the Arts & Media Development Fund, b) fewer requests for use of ICIA spaces for rehearsals or performances on a regular basis and c) fewer instances of approaches to ICIA for general advice and support than from arts societies in particular. In addition to this, the programming of cultural society events in the Arts Theatre currently takes place once dates for the larger and more technically demanding arts society productions have been set, many of which run for a week. On a practical level 3

4 this means that one-off dates can be more easily slotted into the programme, but it could be seen as not giving the same opportunity to cultural groups as arts societies. There were no instances during 09/10 when a cultural society requested a longer run or a more demanding technical set-up requiring more time in the theatre. However, it needs to be established if these groups are aware of such opportunities and if so whether they would wish to take advantage of them. This will be investigated prior to the start of the 11/12 academic year and the data used to inform future programming in the theatre. c) Gender There is no evidence to suggest that this equality mandate area might be adversely affected. Anecdotally there would appear to be a balanced ratio of male to female participants in visual arts, music and theatre activities, with a significantly higher female participation rate in dance compared to male performers. The data currently collected by ICIA is unable to substantiate this, as a detailed break-down of participants according to gender is not available. However, it may be that the SU has monitoring data relevant to this point. C: Mitigating adverse impact 7. Proposed method to reduce or eliminate adverse impact a) Collection of quantitative and qualitative data It is clear that the collection of statistical and monitoring data needs to be improved in order to assist in the review of the impact on each equality strand. This will require ICIA to improve internal data collection, particularly in relation to room bookings and attendance at training sessions, but also potentially collaborate with the SU to establish whether data is already collected that may be relevant in the review process. In addition, focus groups will be established to enable ICIA to effectively consult with a range of users. The aim of these groups will be to gather information from existing recipients of ICIA support as well as those who don t currently engage with ICIA to try and understand some of the potential barriers to participation. b) Review of support and communication strategy A review of current support offered to students will be undertaken, firstly to ensure that ICIA support continues to be relevant to students needs and expectations, but also to address potential issues around the communication of opportunities to all students undertaking cultural activities at the University. 4

5 8. Areas of Equality Relevance Gender Race Disability High Medium Low 9. Conclusions and recommendations for amendments to the policy/practice o Make improvements to the collection of statistical and monitoring data from students and equality groups; o Review current support to ensure continued relevance to the widest possible numbers of students; o Review policy relating to programming events into the Arts Theatre, particularly looking at the needs and expectations of cultural societies; o Review marketing and publicity procedures relating to ICIA support. 10. Timescale for implementation: 18 months D: Publication 11. Final reporter: Joel Staley, Head of Projects & Events 12. Date: December Next review date: Summer/Autumn

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