Equality Impact Assessment Form
Step 1 – Identify the policy
The term policy is interpreted broadly in equality legislation, and refers to anything that describes
what we do and how we expect to do it. It can range from published University policies and
procedures to the everyday customs and practices – sometimes unwritten – that contribute to the
way our policies are implemented and how our services are delivered.
Published statements of policy are a useful starting point for equality impact assessments, as they
establish the overall purpose of particular activities. Please use this form to document your
assessment.
Policy title
Expenses Policy and Procedures
Faculty / Support Service carrying out the
assessment
HR Services
New or previously approved policy?
Previously Approved
Date of approval / last review (if known)
14 April 2008
Name and role of Assessor(s)
Charlotte Mayston, HR Adviser
Step 2 – Further information
1. Who is responsible for the policy that is
being assessed?
Director of HR Services
2. Describe the main aims, objectives and
purpose of the policy
To advise staff on the arrangements for
claiming and payment of travel and other
expenses.
3. Are there associated objectives of the
policy? If so, please explain.
Examples include statutory requirements,
sector initiatives, etc.
To tackle transport problems and develop
and implement a progressive and
sustainable travel and transport strategy.
4. Who is expected to benefit from this
policy?
This policy applies to all University
employees including those on secondment
and sabbatical.
5. Who was consulted on this policy?
HR Services, CMT, Trade Unions,
Financial Services
6. How has the policy been explained to
those who would be directly or indirectly
affected by it?
Publication on HR Online.
7. What outcome(s) are meant to be
achieved from this policy?
To ensure clear and transparent guidelines
for staff on how to claim travel and any
other expenses.
To ensure consistency across the
University.
2nd edition: January 2009
8. What factor(s) could contribute to the
outcome(s)?
Correct implementation of the policy and
procedure throughout the University.
Ensuring that the policy and procedure is
easily accessible on HR Online.
9. What factor(s) could detract from the
outcome(s)?
Lack of understanding and incorrect
implementation.
Poor publication of the scheme.
Staff undertaking unnecessary journeys by
not making use of remote conferencing
technology.
Poor public transport between campuses.
Step 3 – Assess the impact on different groups of people
10. In the table below, please tick whether the policy affects particular groups of people –
the Equality Target Groups below -- in different ways, compared to other groups. Here
are some examples:
Positive impact: a policy or practice where the impact on a particular group of people is
more positive than for other groups, e.g., accessible website design. It can also include
legally permitted positive action initiatives designed to remedy workforce imbalance, such
as job interview guarantee schemes for disabled people.
Negative impact: a policy or practice where the impact on a particular group of people is
more negative than for other groups (e.g., where the choice of venue for a staff social
occasion precludes members of a particular faith or belief group from participating).
Neutral impact: a policy or practice with neither a positive nor a negative impact on any
group or groups of people, compared to others.
Equality Target
Group
Positive
impact
Neutral
impact
Reasons / comments
Men
x
This policy and procedure
applies equally to all staff,
regardless of gender, race,
disability, sexual orientation,
religion or age.
Women
x
As above
People from
black and
minority ethnic
communities
x
As above.
Disabled people
x
As above.
2nd edition: January 2009
Negative
impact
Lesbian, gay, or
bisexual people
x
As above.
Transgender
people
x
As above.
Older people
(50+)
x
As above.
Younger people
(17 – 25)
x
As above.
Faith or belief
groups
x
As above.
Step 4 – Promoting equality
11. Please give a brief description of
how this policy promotes equality.
It provides a clear framework for staff on how to
claim travel and other expenses regardless of
whether they are part of an equality target
group.
12. If there is no evidence that the
policy promotes equality, what
changes, if any, could be made to
achieve this?
N/A
13. If there is a negative impact on
any equality target groups, can this
impact be legally and objectively
justified? (If no, then a full Equality
Impact Assessment should be
completed* ).
N/A
Step 5 – Monitoring effectiveness
14. How will you demonstrate that this Through queries and feedback relating to the
policy or procedure, once
policy.
implemented, is impacting fairly on
everyone it affects? In answering this
question, please include information
about feedback you will seek and/or
data you will collect and analyse, and
how often you will do this.
Step 6 – Recommendation
15. Is a more detailed Equality Impact
Assessment required?
2nd edition: January 2009
No
Signature of Assessor(s): Charlotte Mayston
Date: 26 November 2009
Authorised by:
(Dean of Faculty, Director of Support Service)
Approved for publication by:
(Member of the Equality & Diversity Group)
* Recommended reading:
Conducting Impact Assessments for Equal Opportunities in Higher Education. September
2007, HEFCE and Equality Challenge Unit. This publication is available online in .pdf and
text format at: http://www.ecu.ac.uk/publications/
2nd edition: January 2009
Equality Impact Assessment Flowchart
Identify the policy,
practice or procedure
In its design or implementation,
does it intentionally or unwittingly
discriminate against particular
groups of people, e.g., men,
women, disabled people, people
from different racial groups and
religions, age groups, and sexual
orientations?
How do you know?
Who or what
information did you
consult?
YES
Can you legally
justify the
discrimination on
objective grounds?
NO
UNSURE
Ask those most
affected, and
consult relevant
staff or student
data.
NO
How do you know?
Who or what
information did you
consult?
Good! There is no need
to change this policy at
present, though
remember to keep it
under review.
YES
You will need to change this
policy, practice or procedure.
When doing so, you will need to
ensure that any amendments
made do not result in unjustified
discrimination towards other
groups. You will then need to
repeat the Policy Impact
Assessment process.
You may need to
explain your
justification further. A
more detailed Policy
Impact Assessment
may also be required.
Recommended reading:
Conducting Impact Assessments for Equal Opportunities in Higher Education. September 2007,
HEFCE and Equality Challenge Unit. This publication is available online in .pdf and text format at:
http://www.ecu.ac.uk/publications/
2nd edition: January 2009