Equality Impact Assessment (EIA) - disability support in the workplace

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1. Scope

1.1 List the main policy aims / outcomes, who benefits and how

The policy and procedure sets out a framework of support for employees and prospective employees who have or have had a disability. It also applies to employees who become disabled during the course of their work or where an existing condition further deteriorates.

1.2 What data, research or evidence is available which is relevant to this EIA?

Equalities monitoring information is currently collected and published on the Council’s website. This information contains figures relating to job applicants and the total number of staff employed by the Council and how these are made up in terms of ethnicity, disability, gender and age. This is then broken down in to figures relating to the following categories:

• staff in post;
• applicants for employment;
• applicants for promotion;
• staff who cease employment with the Council;
• applicants for training (system can only monitor attendance on internal courses);
• staff who receive training; and
• staff who are involved in grievance or disciplinary procedures.

This information is reviewed annually and is collated via SAP and the HR case tracker system and is restricted to the data available on these systems. Information on training for example is limited on SAP to those attending internal courses. Further exploration is required into the possibility of monitoring all training requests and external courses.

1.3 Is there further data or information you think would be useful in carrying out this assessment?

The Equality Act also sets out the new equality duties for public bodies. It consists of general duties and specific duties.

The specific duties require public authorities to publish sufficient information to demonstrate their compliance with the general duty by 31 January 2012, and annually thereafter. The Equality Commission’s guidance on the specific duties is that large public bodies will be expected to produce the following information:

• success rates of job applicants;
• take-up of training opportunities;
• applications for promotion and success rates;
• applications for flexible working and success rates;
• return to work rates after maternity leave;
• grievance and dismissal;
• other reasons for termination like redundancy and retirement;
• length of service/time on pay grade; and
• pay gap information for other protected groups.

The government has recently announced (March 2011) that it will be undertaking further consultation on the specific duties and the outcome of this is awaited. In the mean time work is currently being carried out to assess our capabilities to monitor these areas.

It was suggested that appraisals might be used as a source of information on training. This needs to be explored further.

2.  Consultation

2.1 Which groups were consulted when preparing the policy/EIA?

• Staff Disability Forum - 17 March 2011
• BME Staff Forum - 17 March 2011
• JCC (Unions) - 27 March 2011
• Legal Team - 9 March 2011
• Stakeholder Panel - 29 March 2011
• Employers’ Forum on Disability - 9 March 2011
• Equal Chances, Better Lives - 23 March 2011

2.2 Is further consultation required? If so detail below and add to action plan

Although Wiltshire and Swindon Users’ Network have not responded to invitations to attend recently, it was agreed that we should approach them again to check whether they wish to be involved and check the contact details are correct.

3.  Assessing impact and strengthening the policy

3.1 Using data collected (1.2) and information gathered from consultation ( 2.1) what implications might this policy have on equality?

Monitoring information is reported to Staffing Policy Committee and provided to departments and can be used for workforce planning initiatives and to identify areas for positive action. Concern was expressed about whether there is any structured process to review the data overall and consider positive action and other measures taken by departments. Overall action plans are produced by the HR Equality and Diversity Partner to cover this and it was agreed to check this.

3.2 Is there anything which could be included in the policy to help promote equality of opportunity and good staff relations or eliminate discrimination, harassment or unfair treatment?

There could be more focus on the wide variety of disabilities particularly unseen conditions and mental health issues. It was agreed to explore the possibility of making links to free online training on mental health issues.

3.3 Do any of your recommended actions to address any negative effects on one group of staff impact on any other groups? If so what actions could be taken to mitigate this?

Managers do need to consider the impact of reasonable adjustments on other staff and the rest of the team. Where appropriate they will need to discuss the impact resulting from making the reasonable adjustment with the team and if necessary work with the team to raise their awareness. This will be covered in the guidance.

3.4 Is there anything that can be done to improve accessibility and understanding of the policy amongst staff?

The policy and procedure will be available to all employees and managers on HR direct and will be launched once approved on the Electric Wire. The policy and procedure is linked to the equality and diversity policy and procedure which is sent out to all new employees. There is also an induction module on equality and diversity which is available for existing employees to access.

A checklist has also been produced for managers to use when an employee declares that they have a disability to remind them of the areas that they need to cover. This will be attached to the disability declaration form completed by the employee which is sent to the manager. The HR Equality and Diversity Partner is also available to support managers with advice. It was agreed to explore whether there were any steps which could be taken in relation to the checklist for existing employees who have already declared a disability.

Guidance notes will also be produced to accompany the policy and procedure and there is an understanding that there is a training requirement for managers in relation to equality and diversity issues. It might also be possible to make links with the ‘No barriers week’ in terms of promotion and to explore this.

It was discussed that Occupational Health only now take management referrals rather than referrals direct from individuals but it was suggested that support is also available to employees through the Staff Disability Forum.

Remember to add any recommendations to the action plan at the end of the form.

4. Summary

4.1 Will the policy will meet the council’s responsibilities in relation to equality and human rights?

Yes, as it stands.

5.  Action plan

Section of EIA	Actions	Target date	Review date	Responsible postholder
1.4 – further data or information	To prepare and collect monitoring information in line with the equality duty as outlined above. To review the monitoring arrangements for training in terms of resources and data available taking in to consideration the suggestion that information might be available through appraisals.	31 July 2011	30 April 2012	Equality and Diversity Partner
2.2 – further consultation	Make further contact with the Wiltshire and Swindon Users Network to check whether they wish to be involved with the EIA process in general.	30 April 2011	Completed	HR Assistant
3.1 – using the data	Check how the monitoring information and action taken is reviewed overall. Monitoring information is reviewed and assessed overall by the Equality and Diversity Partner and the Service Director for HR and OD who report to the staffing policy committee. Work is carried out to assess whether action is appropriate. This has led to initiatives such as Disability Confident campaign and BME access to mentoring scheme etc	Completed	Completed	HR Policy Officer
3.3 – promoting equality	Explore the possibility of using links to information about wider disabilities particularly mental health issues. Using events or opportunities such as no barriers week to focus on awareness training.	30 May 2011	Completed 30 June 2011 Ongoing	HR Policy Officer Equality and Diversity Partner
3.4 – addressing negative effects	Include advice to managers about assessing the impact of reasonable adjustments on the rest of the team in the guidance	30 May 2011	Completed	HR Policy Officer
3.5 – improving accessibility	Check whether it is possible to send the checklist to managers of existing employees who have declared that they have a disability. Check whether it is possible to make links with the No barriers week in terms of raising awareness of the proposed new policy and procedure. This has been checked with the Equality and Diversity Partner and it is proposed that once the information is available on line a message will be placed on the Electric Wire to encourage managers with existing employees with a disability to refer to the checklist. This has been raised with the Equality and Diversity Partner and it may be possible to make with links with the ‘No Barriers week’ to raise awareness of the policy and further consideration will be given to this.	30 May 2011	30 June 2011	HR Policy Officer Equality and Diversity Partner

6. Sign-off

This policy has been fully assessed in relation to its potential effects on equality and all relevant concerns have been addressed:

Panel sign-off

29 March 2011

Quality sign-off

Equality and Diversity Partner - 1 December 2011

Director level sign-off

HR and Organisational Development - 1 December 2011

Last updated: 23 January 2012