Equality Impact Assessment - Time off for exceptional circumstances

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1 - Scope

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

• To give employees and managers clear guidelines about how to manage time off due to severe weather and other unforeseen circumstances

1.2 What data / research / evidence is available which is relevant to this equality impact assessment (EIA)?

• Volcanic Ash – numbers were collected of people affected by the initial incident: DoR: 10, DCE – 1, DNP – 2, DCS - 8
• No numbers were kept for severe weather incidents.

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

• No

2 - Consultation

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

• Staff Disability Forum
• JCC (Unions)
• Legal Team
• HR teams
• Coporate Leadership Team
• Cabinet

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

• No

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?

• Not applicable

3.2 How will the policy affect different groups of staff?

Group	How affected (positive or negative)	Any actions required (add to action plan)
Disabled	More likely to be unable to get into work in severe weather conditions	Agreed a separate arrangement which will be included in the policy
Parents of school age children	If schools are closed they will need to arrange childcare – may mean they cannot attend work	Frequently asked questions on policy and refer them to 'Time off for family emergencies policy'
Pregnant employees	May be unwilling to risk leaving home in severe weather conditions	No – policy already makes suggestions re working from home etc.
Field based employees	May be unable to make site visits etc.	Frequently asked questions to be added – answer to work at home or go to a hub

3.3 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?

• A link to the agreement for disabled staff in adverse weather conditions.

3.4 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?

• Possible perception of unfairness if disabled employees are allowed paid time off.  Managers should ensure they have explored all possible ways for disabled employees to work from home and ensure team are briefed.

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

• Promote on HR online / electric wire if it seems likely that there will be severe weather.
• Ensure managers of non-PC users brief their staff

4 - Summary

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

• Yes – with changes highlighted in the action plan

4.2 Have you identified anything through this EIA which should be more widely adopted in other policies or built into planning/strategy work?

• No

5 - Action plan

Section of EIA	Actions	Target date	Review date	Responsible postholder
3.2 – Mitigating negative impact on different groups of staff	Add statement in policy re agreement for disabled staff and link to full agreement Re school closures – add an frequently asked questions on policy and link to 'Time off for family emergencies policy' Field based employees - frequently asked questions to be added to policy re working at home or hub.	7 July 2010 7 July 2010 7 July 2010	1 August 2010 1 August 2010 1 August 2010	HR Policy Officer HR Policy Officer HR Policy Officer
3.3 – Promoting equality of opportunity / good relations	Link to agreement re disabled staff to be added	7 July 2010	1 August 2010	HR Policy Officer
3.4 – Knock on effects	Ensure agreement re disabled staff includes a note for managers to ensure all other options were considered and to consider communications to reduce negative impact on the rest of the team	7 July 2010	1 August 2010	HR Policy Officer
3.5 – Improving accessibility / understanding	Promote on HR online / electric wire if it seems likely that there will be severe weather Ensure managers of non-PC users brief their staff	As required 30 November 2010 then annually	Quarterly 30 November 2010 then annually	Policy Team HR Business Partner / HR - LGR Staffing Team / HR Managers

6 - Sign off

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

• Quality sign off - Equality and diversity partner - 16 July 2010
• Director level sign off - Service Director for Human Resources and Organisational Development - 16 July 2010

Last updated: 18 April 2011