Formatting Checklist
UCL Athena SWAN formatting checklist
Please go through this check list before you submit your final application or send drafts to the Equality and Diversity team.
The checklist goes through the formatting of the document and key things you need to discuss in your application. For more information on the content of the application, please refer to the UCL Athena SWAN toolkit .
General Formatting
HoD Letter
The Self-Assessment process
Data analysis
Number pages
For final submission - save HoD letter, application and action plan as a single PDF
Cross reference actions discussed in the application to the action plan
Make sure that all comments, track changes and highlighting are taken out
Letter should be letter-headed
Addressed to the Athena SWAN Manager
Signed by HoD
Letter should include a statement that the information presented in the application (including quantitative and qualitative data) is an honest, accurate and true representation of the department.
Describe when the SAT was established
State how often the SAT meets
Give a brief breakdown of size and membership – e.g. gender balance, representation from staff and students at different stages in their career
Introduce consultation with staff/students – for example surveys/focus groups. Outline response rate and gender balance for any surveys conducted.
How does/will the SAT report to other committees and be part of the culture and structure of the Department?
Clear and realistic plan for the SAT in future e.g. frequency of meetings
Are graphs clear when printed in black and white? (unless you wish to send in 10 printed colour copies to Athena SWAN)
Please ensure your graphs are consistent in their presentation (e.g.
colours / style)
Present data for a minimum of last 3 years (5 for gold awards and renewals)
For departments with clinical staff: include staff pipeline graphs separated by clinical and non-clinical
Label your graphs including data labels, titles, axes etc.
Number graphs and tables – e.g. Figure 1
State both percentages and raw numbers, either in the graphs or in the narrative
Include a clear and simple graph showing the pipeline from UG to
Prof. For examples see UCL SWAN Example Graphs

Harriet Jones, Policy Adviser for Athena SWAN Ext: 58860 Email: harriet.jones@ucl.ac.uk

Formatting Checklist
Qualitative data and surveys
(see UCL template survey )
Case studies
Action plan (for example see
UCL SWAN template action plan )
For Silver applications
For Gold applications
Include qualitative/survey data wherever relevant in the application, not just in the any other comments section
Outline any plans to repeat qualitative or survey data analysis
Also reference UCL staff survey where relevant
1 case study should be from a member of the SAT, the other should be another member of the department
Case studies should illustrate support from the department to women at different stages of their career
Ensure case studies show that a successful female scientist has progressed with the help of the department – not in spite of the department
Are timeframes specific? e.g. avoid ‘ongoing’
Do timeframes cover the next three years (not clustered in the 6 months after the application deadline)
Make sure that your professional services staff are not responsible for the majority your actions – members of the SAT team should take responsibility for actions. Don’t overload an individual
Are success measures measurable?
Include evidence of impact wherever reverent
Can you show a clear track record of activity and impact?
Have you given evidence of ‘beacon’ activities – i.e. visiting and supporting other departments/universities within UCL and externally

Harriet Jones, Policy Adviser for Athena SWAN Ext: 58860 Email: harriet.jones@ucl.ac.uk