PROJECT JUNO CODE OF PRACTICE EVIDENCE FORM
University of Warwick – Department of Physics
Principle 1: A robust organisational framework to deliver equality of opportunity and reward
Assessment Criteria
Description of action taken and
outcome
1.1 Monitoring and
evidence base
Supporting Documentation
1.1.1 Monitor over time, by gender, all student
admissions and performance
Monitoring of student numbers (both
undergraduate and postgraduate) is
recorded on a student database
maintained by central administration.
The Physics Department also maintains
its own database.
Statistics of Undergraduate students
(Appendix 1.1)
Statistics of Postgraduate Students
(Appendix 1.2)
Staff recruitment and promotion
Monitoring of recruitment statistics are
performed by both the central
administration and the department.
The University Recruitment and
Selection Guidelines promote good
practice in the recruitment and selection
of all staff, by implementing a systematic
process which aims to ensure the
broadest possible pool of candidates,
and to ensure that decisions are soundly
based, consistent and defensible.
Statistical data on academic/research
st
staff recruitment since 1 January
2005 (Appendix 1.3)
1.1.2 Survey staff satisfaction and engagement.
PULSE Staff Survey undertaken in 2005
and 2008. The survey was completed
by all categories of staff, including fixed
term contract research staff. The 2008
results
will
be
used
to
plan
improvements for the future of the
University as a whole, and specific
aspects within individual departments.
Results of survey undertaken in 2005
with proposed actions (Appendix
1.4), which has resulted in some
policies being updated, introduced or
reinforced – (e.g. see Gender
Equality Scheme and Action Plan
2007-2010 – Appendix 1.5)
Results of 2008 Staff Survey for
Physics Dept (Appendix 1.6 and
1.6(a)
Physics Action Plan from 2008
Survey – Appendix 1.7
Physics Academic Away Days –
meeting initiated in 2007 and held off-
Documentation of format of Away
Day (Appendix 1.8)
site to engage academic staff in
departmental/ university issues, such as
Research Strategy. Also to provide the
opportunity for new staff to familiarise
themselves with key personnel and
policies.
Topics covered: New Research
Groups; How the Department runs;
the HEFCE Midlands Physics
Alliance
Two or three times per year the Physics
Department also holds informal general
meetings of all staff (including PDRA‟s
and research students) to discuss
current issues affecting the department.
All staff are given the opportunity to
contribute to discussions.
1.1.3 Identify any discrepancies in gender
representation, progression and satisfaction and
identify factors that might be causing them.
1.2 Action Plan
In November 2003 a panel of external
academics, recruited by the IoP,
investigated the under-representation of
female students studying Physics at
Warwick. Both staff and students were
interviewed.
No specific major discrepancies were
identified, but the panel suggested areas
that could be improved to develop best
practice.
Evidence provided for all points above
IoP Panels Action Plan
Department‟s response to the Action
Plan. (Appendix 1.9)
1.2.2 Clear accountability for implementation and
resources allocated (time and money).
HR administrator‟s role created within
the department (in 2004). An existing
member of staff undertook training in
Personnel Management (CIPD). The
job role is to provide specialist skills to
create, monitor and ensure that best
practice is followed within the
department.
Cost of training (~ £3,000)
HR administrator appointment, which
has immediate links with central HR,
Head of Department and Senior
Administrator.
1.2.3 Challenging but achievable targets for
progress identified.
To promote a culture where equality and
diversity is recognised and embedded
into all procedures and policies.
1.2.1 Clear link to evidence base.
Documentation appended
Following a recent study involving new
members of academic staff, it is
proposed to develop an improved
induction to assist new staff find their
place in a new community while
preserving their individualism and
autonomy.
1.2.4 Evidence of senior management commitment.
Transparent reporting structure
Head of Department and all key support
staff operate an „open door policy‟.
Appropriate committee structures in
place to discuss departmental business
such as Teaching, Research etc.
Agenda and Minutes of meetings
1.2.5 Effective consultation, communication,
monitoring, evaluation and reporting mechanisms.
Regular Staff meetings, Staff-student
liaison meetings, Contract Research
Staff Meetings, the latter two
committees feeding through with
representatives at Staff Meetings
Departmental Meetings involving all staff
All staff on fixed term contracts have
career review meetings every six
months and end of contract meetings
with Head of Department.
All staff have appraisals (under the
National Framework agreements these
are being revamped to Personal
Development Reviews)
Regular informative emails on different
matters relating to the Department are
sent out to all staff members.
Electronic Departmental Newsletter
Agenda and Minutes of Staff
Meetings.
Departmental Newsletter
PROJECT JUNO CODE OF PRACTICE EVIDENCE FORM
University of Warwick – Department of Physics
Principle 2: Appointment, promotion and selection processes and procedures that encourage men and women to apply for
academic posts at all levels
Assessment Criteria
Description of action
Supporting Evidence
taken and outcome
2.1 Transparent
processes and
procedures
2.1.1 Ensure that selection
criteria are appropriate and
inclusive.
All applications received for
posts are matched to the
Person Specification and Job
Description issued with the
advertisement. Short listing
is undertaken by a group of
senior academics with an
appropriate gender
representation.
The University regularly offers training in recruitment and selection, more
recently also offering e-learning on recruitment and selection and equality and
diversity. All training given covers all anti-discrimination legislation, including
gender.
2.1.2 Ensure all staff are
aware of promotion criteria
and process.
Discussions with their
mentors/Head of Dept.
University Web pages exist
with Promotion Criteria and
Guidelines
Promotion documentation (Appendix 2.2)
Web pages (dedicated to the Promotions Process)
http://www2.warwick.ac.uk/services/humanresources/academicprocesses/acad
emic_promotions/
2.1.3 Regular positive
review of all staff who are
eligible for promotion.
All staff eligible for promotion
are required to produce a
summary of activities which
then go before a
departmental promotions
committee chaired by the
Head of Department. Those
endorsed are then forwarded
to the University.
The department has a Promotions Committee consisting of senior members of
Professorial staff and which also includes representatives of both genders.
Leave of Absence
Study Leave is a right for
academic staff (1 term for 7
Staff who have particular calls on their time from outside activities (e.g.
representation on local government, work to set up spin-out companies) are
given flexible working time or leave of absence (both examples have occurred).
2.1.4 Clear policy on how
career breaks are
considered in appointment,
An example of a recent advert with job description and person specification
(Appendix 2.1)
An HR representative is always present at interviews to ensure fairness and
consistency exists.
All requests for academic promotion are sought annually by the Deputy Vice
Chancellor – criteria for promotion is clearly indicated.
2.2 Positive
action
promotion, selection and
eligibility for grants etc.
served) and there is also a
scheme for contract research
staff.
Staff who need to take time out for family commitments etc have been given
more flexible working hours to mesh with their commitments.
2.1.5 At least one woman
and one man on each
interview panel.
This is common practice
within the Physics
Department.
All interview panels has representations of both genders.
An example of paperwork appointing Interview Panel Members. (Appendix
2.3)
2.2.1 Monitor applications,
shortlists, appointments and
promotion, looking at the
proportion of women at
each stage.
The University Recruitment
and Selection Guidelines
promote good practice in the
recruitment and selection of
all staff, by requiring a
systematic process which
aims to ensure the broadest
possible pool of candidates,
and to ensure that decisions
are soundly based,
consistent and defensible.
Statistical data on academic/research staff recruitment (Appendix 1.3 in
Principle 1)
2.2.2 If the percentage of
appointments at a particular
level that are women is not
representative of the
proportion in the level
immediately below, look for
reasons why this might be
the case.
More effort should be given
at school level to make
Physics more exciting to
females.
The Department offers work
experience placements for
post 16 year olds.
More females are now being educated at undergraduate level, although still in
a minority. This reflects on the number of applications received for PhD
degrees and consequently employment (PDRAs and academic).
Emphasis on female recruitment to undergraduate courses is a priority and in
the past the Department has held Summer Schools for Sixth Form Girls. The
department also has a proactive Schools Liaison Officer that organises school
visits and talks. PhD, PDRA and Academic posts generally are filled by ~ 20%
females in line with those presenting for entry onto Physics-based
undergraduate courses. However Warwick Physics boasts 3 full Professors, 1
Reader, 1 Principal Research Fellow plus 2 lecturers amongst its 50 academic
staff. The Department is pioneering a venture in local schools with financial
support from the Ogden Trust.
2.2.3 Take positive action
as appropriate. (Positive
action is where employers
encourage and support
people from certain groups
who are under-represented
in the workplace to apply for
jobs and promotions. It
does not imply that the best
candidate is not appointed).
The University has
implemented an Equality
Impact Assessment which
examines whether anything
the University does (staff,
student or customer related)
has a differential or adverse
impact on any particular
group.
It is intended that this will
Physics – Equality Impact Assessment (Appendix 2.5)
It is not a requirement on Warwick‟s application form to state gender, therefore
all applications are selected on their merit, such as number of publications in
high profile journals, competency and expertise of research in the chosen field
relevant to the post, as measured against the job specification.
Taking a proactive approach in schemes such as the Juno Project/Athena
SWAN.
All job advertisements have a diversity statement
Careers website for women related issues
(http://www2.warwick.ac.uk/services/careers/applications/women)
help raise a positive profile
within the wider community
and encourage applications
from a diverse community.
PROJECT JUNO CODE OF PRACTICE EVIDENCE FORM
University of Warwick – Department of Physics
Principle 3: Departmental structures and systems which support and encourage the career progression of all staff and enable
men and women to progress and continue in their careers.
Assessment Criteria
Description of action
Supporting Evidence
taken and outcome
3.1 Proactive and
transparent
appraisal and
development
3.1.1 Appraise all staff, including research
assistants and research fellows.
Appraisers should not be directly involved
with the research of the appraisee.
3.1.2 Mentoring scheme in place with
training and guidance available for both
mentors and mentees. Mentors should be
from a cognate discipline outside the
department.
Currently only academic staff
undergo a compulsory
appraisal every three years.
This could be in a standard (in
more detail) or abridged format.
Staff can choose their own
appraiser from a list of trained
academic staff. PDRA‟s have
six month career review
meetings.
Under the National Framework
Agreement (Harmonisation of
Terms of Employment), the old
appraisal system will shortly be
replaced by Personal
Development Reviews.
All probationary academic staff
are allocated a Mentor within
the department. More recently
the mentor nominated has
been outside the immediate
research area of the new staff
member. Training is available
for Mentors through the
Learning and Development
Centre. Probationers also
have a “Teaching Mentor” from
the Centre for Academic
Practice who is responsible for
helping them with their
The University along with associated Trade Unions are
currently working on designing appropriate Personal
Development Review meetings with a view to these being
rolled out to departments later in 2008.
Guidance Notes for Appraisers }- (Appendix 3.1)
Guidance Notes for Appraisees }
The Centre for Life Long Learning offers a course leading to a
Certificate in Mentoring and also offers workshops on “How to
be an effective Personal Tutor”.
academic development on
route to them obtaining a
postgraduate qualification in
Academic Professional
Practice.
3.1.3 Provide induction for all new staff,
including research assistants, on
appointment.
3.1.4 Provide impartial career guidance
for research assistants.
All categories of staff are
offered a departmental as well
as a University induction
session. Induction material is
offered both in paper and web
format. Work is currently
underway to improve the
induction material offered to
academic and research staff.
The University has a dedicated
Careers Office providing staff
and students with careers
information.
All PDRA‟s have six monthly
career review meetings with
their supervisors
Departmental Induction Document (under review) (Appendix
3.2)
Departmental Safety Induction Document (Appendix 3.3)
University Induction website:
http://www2.warwick.ac.uk/services/humanresources/induction
Dedicated web page to assist staff and students:
http://www2.warwick.ac.uk/services/careers
HR administrator monitors these meetings and ensures that
they take place.
PROJECT JUNO CODE OF PRACTICE EVIDENCE FORM
University of Warwick – Department of Physics
Principle 4: Departmental organisation, structure, management arrangements and culture that are open, inclusive and
transparent and encourage the participation of all staff.
Assessment Criteria
Description of action taken
Supporting Evidence
and outcome
4.1 Promote an
inclusive culture
4.1.1 Gender awareness included in the training for
all staff and demonstrators.
Part of induction for Laboratory
demonstrators. All training and
procedures within department have
been examined by the Equality
Impact Assessment Exercise.
Gender Equality Scheme and Action
Plan for 2007 – 2010. – Appendix
1.5
4.1.2 Promote inclusive social activities and other
opportunities for mutual support and interaction.
All social activities are open to all
staff.
Tea/coffee breaks in a common room
where all staff can meet socially.
The university consults all
departmental staff over issues such
as the selection of Heads of
Departments.
Financial Regulations state that ALL
staff have to be included in social
activities that the department
contributes towards financially
2 x events annually – BBQ and
Christmas Party – Appendix 4.2
4.1.3 Use positive, inclusive images in both internal
and external communications.
All publicity material includes images
of male and female staff/students.
Undergraduate Brochure
Postgraduate Brochure – under
review
4.1.4 Encourage and support outreach activities.
Proactive Schools Liaison Officer –
school visits/talks
Offer Work Experience Placements
Female academic staff member has
been involved in the Science
Ambassador Scheme run by
Coventry & Warwickshire
SETPOINT.
Activities for Science Week – such as
HR Administrator has written
Guidelines for Work Experience
Placements for University –
Appendix 4.3
information stand in shopping centre
to promote science and physics in
particular to a wider community.
A new Second Year course, Physics
and Teaching places ~ 30 Physics
students in local school classrooms
for 3 weeks.
In 2008/9 we expect to launch a
scheme to support Physics teaching
in local schools with support from the
Ogden Trust.
4.2 Transparent
work-allocation
model
4.1.5 Ensure, over a period of time, that the
percentage of female seminar speakers is
representative of the proportion of women at
postgraduate level.
Colloquia and seminars take place
each week during term times. The %
of women giving seminars is
proportionate to the % of women at
postgraduate levels
Physics Intranet Home page
See list of speakers – Appendix 4.4
4.1.6 Consider the impact of departmental
processes, procedures and practices on staff with
caring responsibilities or who work part-time.
Ameliorate any adverse effects.
Important information/news is
communicated to all staff either by
email or on the intranet web page or
in some cases paper copy or a
combination of all three methods.
Efforts are made to hold meetings
when all team members are present.
The Department‟s administrators
consider the impact of changes in
work practices on all staff.
Staff have an opportunity to regularly
discuss their roles with line managers
and undergo appraisals/merit reviews
on a yearly basis.
Support staff roles are clear and all
staff are informed of any
reorganisation of duties. All
academic staff duties have an
estimate of the associated load so
that total loads are broadly
comparable. Other support staff
have portfolios commensurate with
their grading.
Intranet web page
Departmental Newsletter
4.2.1 Recognise the full range of types of
contributions and departmental role, including
administration and welfare activities.
Teaching and Administrative Duties –
Appendix 4.5
Administrative and Clerical Duties –
Appendix 4.6
4.2.2 Ensure all staff are aware of the criteria used
to develop the model.
Through discussions with Head of
Department, Senior Administrator
and Director of Studies.
Appendix 4.5
4.2.3 Make allocation for the year freely accessible
to staff.
All teaching/administrative duties are
issued to staff before the start of the
new academic year and are known to
all staff.
Appendix 4.5
PROJECT JUNO CODE OF PRACTICE EVIDENCE FORM
University of Warwick – Department of Physics
Principle 5: Flexible approaches and provisions that encompass the working day, the working year and a working life in
SET and enable individuals, at all career and life stages, to maximise their contribution to SET, their department and
institution.
Assessment Criteria
Description of action taken
Supporting Evidence
and outcome
5.1 Support and
promote flexible
working practices
5.1.1 Transparent and consistently applied policy
on part-time and flexible working.
The University provides Flexible
Working Guidelines which cover:
Unpaid Leave, Reduced Hours,
Seasonal Hours (i.e. Term Time
only), Staggered House, Flexitime,
Job Share, Compressed Hours and
in some cases Homeworking.
All requests for flexible working are
dealt with on an individual basis (but
adhering to a given framework)
through the immediate line manager.
Employees and managers work
together to achieve the best outcome
from any request for flexibility and
should both understand and consider
the likely impact on the department
/University. All staff regardless of
gender, has the right to request
flexible working.
Flexible Working Guidelines/Policies
– Appendix 5.1
5.1.3 Clear support of Head of Department for
flexible and part-time working.
The Head of Department in
consultation with other key senior
personnel will consider all requests
for flexible and part-time working.
Appendix 5.1
5.1.4 Explicit support for those returning from
career breaks or maternity leave (e.g. allowing
them initially to concentrate on re-establishing their
Reduced teaching and administration
load would be considered – last
maternity leave for female academic
No evidence
5.1.2 Promote the benefits of flexible working for
both men and women.
The department of Physics currently
has a male member of academic
staff working 50% of full time, as a
result of a request to work fewer
hours to pursue other interests.
One female PDRA also works parttime due to family commitments.
research).
staff was 13 years ago.
However 2 years ago a PhD student
was given a maternity break from her
studies and the timing of
departmental monitoring adjusted to
support her particular requirements.
5.1.5 Encourage take-up of paternity and other
caring leave.
The University has Maternity,
Paternity, Parental and Adoption
leave schemes and offers more
generous leave provision than
statutory requirements.
6 members of Physics academic staff
have taken paternity leave within the
last 2 years.
Warwick also offers „Keeping in
Touch‟ days where staff on Maternity
leave can work up to 10 days during
their maternity leave. This is useful
for important training days. However
this is not a requirement.
Documented in the Terms and
Conditions of Employment
Guidelines are available on the
University‟s website and through the
departments HR administrator
Maternity – Appendix 5.2
Paternity – Appendix 5.3
Adoption – Appendix 5.4