Staff handbook
Contractual information
Diversity and equal opportunities
Section
Page
1
Introduction ................................................................................................................. 1
2
Diversity and equal opportunity policy ......................................................................... 1
2.1
The policy ........................................................................................................ 1
2.2
Aim of the policy .............................................................................................. 2
2.3
Action plan....................................................................................................... 2
2.4
Complaints of discrimination ............................................................................ 2
2.5
Commitment and responsibilities ..................................................................... 3
2.6
Diversity and equal opportunity report ............................................................. 3
2.7
Responsibilities................................................................................................ 3
2.8
Unconscious discrimination ............................................................................. 5
2.9
Further sources of information ......................................................................... 5
1
Introduction
Ordnance Survey values diversity and is fully committed to equality of opportunity in all
aspects of its work.
It is unlawful to directly or indirectly discriminate in employment against people or to treat
them less favourably on the grounds of their gender, pregnancy or maternity status, gender
reassignment, marital or civil partnership status, working pattern, race, colour, nationality,
ethnic origin, disability, religion or belief, sexual orientation or age; or to fail to make
reasonable adjustments for a disabled person.
For the less favourable treatment to be justified it must be for a reason that is substantial,
material to the circumstances and unable to be removed partly, or wholly, by making a
reasonable adjustment to the premises or working practices.
The Ordnance Survey diversity and equal opportunity policy is set out below. Everyone has a
personal responsibility to ensure that the policy is fully implemented.
Discrimination, harassment or victimisation on any of these grounds will be treated as a
serious matter for which disciplinary action will be taken, including dismissal in the most
serious cases. Anyone who discriminates against, harasses or victimises another employee,
customer, partner, consultant, contractor or member of the public could be personally held
liable by law.
2
Diversity and equal opportunity policy
2.1
The policy
We value diversity and aim to promote equality of opportunity by providing a working
environment in which the rights and dignity of every person – staff, customers, partners,
consultants, contractors and the general public are respected.
This policy promotes diversity and equality of opportunity in relation to:
Age
Disability
Gender
Pregnancy and maternity
Gender reassignment
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Marital status and civil partnership
Working pattern
Race, ethnic or national origin
Religion or belief
Sexual orientation
2.2
Aim of the policy
We aim to ensure that:
all individuals work in an environment in which diversity is valued and which is free from
discrimination, prejudice, intimidation, victimisation and all forms of harassment,
including bullying;
we make the best possible use of the abilities of all of our staff, through career development,
training and opportunities for flexible working and where everyone feels able to make a
positive contribution;
where there is a requirement and it is possible and practical to do so, we adapt premises,
working practices and equipment;
we work towards achieving a workforce that reflects the relevant national or local labour
markets and are positive about recruiting competent individuals from currently
under-represented groups;
as signatories to the ‘double-tick’ symbol, we are positive about disabled people; and
we have a better understanding of, and can provide a better service to a wider and more
diverse customer base.
2.3
Action plan
Ordnance Survey is committed to a programme of action to ensure that its policy is
implemented and monitored at an organisational and individual level. An action plan has been
developed to ensure that we continue to integrate the implementation of this policy into
mainstream activities across all business functions. A network of group Equality Advocates
has been identified, whose terms of reference include the requirement to ensure that the
programme of equality impact assessment is implemented in their business areas.
We have published our Equality scheme, setting out our programme to meet the statutory
duties to promote race, disability and gender equality in all aspects of our work – including
the systematic equality impact assessment of product development, service delivery and
employment practices. The Equality scheme includes a three-year programme of action for
all Business Groups.
Equality impact assessment of Human Resources policies cover religion and belief, sexual
orientation and age as well as race, disability and gender.
Training is provided to support the implementation of this policy via an online e-learning
package.
2.4
Complaints of discrimination
Any complaints of discrimination, harassment or victimisation should be raised through the
harassment policy or the grievance procedure.
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2.5
Contractual information
Commitment and responsibilities
All staff are responsible for the effective implementation of this policy. For the general and
specific responsibilities, see section 2.7 below.
The Director General and Group Directors are fully committed to this policy.
It is in line with central Cabinet Office guidance on diversity and equal opportunities and has
the support of Ordnance Survey TUS.
The Director of Human Resources and Corporate Services (HRCS) is our Diversity and
Equal Opportunities Officer.
2.6
Diversity and equal opportunity report
The Assistant Diversity and Equal Opportunities Officer monitors the progress of the diversity
and equal opportunities policy, the Equality scheme and the action plan and a report is
presented annually to Operating Board and the Departmental Whitley Council (DWC) and
TUS Equal Opportunities Officer.
The report focuses on:
Performance against the action plan.
Progress of Equality impact assessments within each Business group.
Statistical information based on the monitors below.
Activities and events which have helped to promote diversity and equal opportunities.
Areas which require further action.
Any significant breaches in the policy, plus remedial action implemented to rectify the breach.
There are a number of monitors in place that help to provide a clear picture of what is
happening in our workforce. Our current monitoring covers:
Staff in post
Recruitment and selection
Resignations
Performance assessment
Harassment and grievance cases
Disciplinary cases
Reasonable adjustments for disabled staff
Participation in training
2.7
Responsibilities
The Director of Human Resources and Corporate Services (HRCS) is responsible for:
ensuring that adequate policies and procedures are in place to secure equality of opportunity
and a harassment-free working environment;
ensuring that policies and procedures (formal and informal) are in place which provide for
prompt, sensitive and fair consideration and resolution of grievances relating to alleged
harassment, unfair discrimination, victimisation and accessibility barriers;
ensuring that employees are aware of the procedure for making complaints and that they
may proceed without fear of subsequent victimisation;
publicising the name of the Diversity and Equal Opportunities Officer and Assistant Diversity
and Equal Opportunities Officer and outlining their role; and
working with TUS Equal Opportunities Officer.
Ordnance Survey Operating Board is responsible for:
ensuring that all employees are aware of the policies and procedures in relation to diversity
and equal opportunities and of their rights and responsibilities under these;
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ensuring that all managers are aware of their responsibilities, both to set a good example
and to deal promptly, fairly and sensitively with complaints of harassment and
discrimination;
supporting agreed diversity training opportunities and initiatives;
giving all employees equal opportunity to benefit from training, job selection, performance
assessment and career development;
taking positive steps to involve minority representation in recruitment and selection
procedures wherever practicable; and
ensuring that the requirements of the statutory equality duties are met, including equality
impact assessment of policies and projects.
Human Resources is responsible for:
planning and organising diversity training opportunities and initiatives;
ensuring that disabled employees can attend and participate fully in internal and external
training courses arranged by Ordnance Survey, providing that individuals state their
requirements;
holding an annual open forum for people with disabilities;
formulating eligibility criteria for recruitment or internal postings to ensure that they are
related to the requirements of the job and are non-discriminatory;
ensuring any standardised psychometric tests used in recruitment, training or selection are
related to the requirements of the job, are non-discriminatory and are conducted and
interpreted by appropriately trained personnel; and
ensuring that reasonable adjustment requirements are accessed through the Occupational
Health professionals and external professionals such as Access to Work.
Managers are responsible for:
considering carefully whether their actions or decisions could be directly or indirectly
discriminatory against any groups;
publicising our commitment to diversity and equality of opportunity;
ensuring that access, physical requirements and other necessary facilities are taken into
account when accommodation and equipment changes are planned, budgeted and
implemented;
making reasonable adjustments to premises and working practices to accommodate
employees with disabilities;
making arrangements, wherever possible, to meet requirements related to religious, cultural
and/or physical differences and ensuring that there is no unlawful direct or indirect
discrimination on grounds of such differences;
when asked about the suitability of employees for posts, basing assessments solely on the
extent to which the employee possesses the skills, attributes and competencies required
for the job;
promoting Ordnance Survey as a diverse employer;
treating all harassment and discrimination complaints seriously; and
ensuring that Equality Impact Assessments are carried out, where required.
Equality Advocates responsibilities include:
maintaining the corporate spreadsheet
giving advice and guidance to their colleagues on equality related issues
coordinating and monitoring the completion of equality impact assessments
providing feedback to HR on progress with their action plan
providing HR with information on achievements for inclusion in annual progress report
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The Equality advocate’s terms of reference gives details of their role and a full list of
responsibilities.
All employees are responsible for:
behaving in a non-discriminatory way towards colleagues, customers and the public;
critically examining their attitudes to people and ensuring that discrimination is not allowed to
affect their judgement;
carrying out equality impact assessments on work within their remit with the assistance of
group Equality Advocates; and
avoiding any action which might influence others to discriminate unfairly.
2.8
Unconscious discrimination
Some discriminatory behaviour may occur without conscious intention to discriminate. Such
behaviour may not give rise to formal complaints, but may, nevertheless, disadvantage the
victim. Care should always be taken to guard against the more subtle and unconscious
varieties of discrimination which may not easily be recognised.
General assumptions and negative stereotypes about the capabilities, characteristics and
interests of particular groups should not be allowed to influence the way that they are treated.
Conditions or requirements should not be applied without considering whether they operate
disproportionately to disadvantage any particular group – that is, whether they are indirectly
discriminatory. Any such condition or requirement must be justifiable within the spirit and
terms of the legislation listed in section 1 above.
Discrimination may show itself in various ways:
Employees may be directed into particular types of work on the basis of general assumptions
and stereotypes without sufficient regard to their particular attributes and abilities.
Preconceptions about abilities or roles may be allowed to affect decisions. For example, the
assumption that married women will be unable to move home or would be unwilling to
take on senior roles due to family commitments.
The allocation of work and the recruitment or promotion of an employee into a particular post
may be affected by assumptions about the reactions of other employees, customers
and/or members of the public.
Assumptions about the ability to communicate may fail to take account of diversity in spoken
communication. Alternatives such as English through British Sign Language or English
spoken as a second language should be considered.
Advertising external vacancies where they are less likely to reach or attract potential
applicants from groups that are currently under-represented within Ordnance Survey.
2.9
Further sources of information

QSS 01401 Staff handbook – Harassment

Equality scheme

Equality and Human Rights Commission: www.cehr.org.uk
This document has been screened in accordance with the requirements set out in
Ordnance Survey's Equality scheme.
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