Application for an Athena SWAN Gold award: Institute of Health & Society, Newcastle University
Action Plan: May 2014 – April 2017
Action
Description of action
Action taken already
and outcome at April
2014
1 Baseline Data and supporting evidence
1.1
Include Athena SWAN
Included in 2014-15
award as a key objective in strategic plan which is
the Institute’s strategic
approved at University
plan
level
Further action
planned at April
2014
Responsibility
Timescale
Start
date
Success measure
To be included in
each annual
strategic plan
Institute
Director
Ongoing
Mar
2014
Inclusion in the annual
strategic plan each year
Progress
by April
2017
Mar
2015
Mar
2016
1.2
Monitor gender balance in
UG student applications,
offers and successes
Data collected and
distributed to FMS
Institutes
Continued
monitoring of
gender balance in
UG applications,
offers and
successes
Institute
Manager;
Faculty Athena
SWAN coordinator;
Assistant
Registrar (UG
Medical
Education)
Ongoing
1.3
Monitor gender balance in
applications and
acceptances to the MSc in
Public Health and Health
Services Research and the
MSc in Social Science and
System established as
part of Silver action plan
and implemented
Process in place
and will continue
monitoring
MSc Degree
Programme
Director;
MSc
administrator
Ongoing
Mar
2017
Sept
2011
Sept
2011
Record of gender split in
UG applications and
offers
Record of gender split
of applications and
acceptances to the MSc
45
1.4
Health Research
To undertake a staff and
PGR student survey on
working in IHS
Staff survey undertaken
in 2012
Feedback provided at a
IHS staff meeting and
results available on IHS
intranet
1.5
1.6
Review PDR completion
rates annually
Monitor representation of
IHS staff on internal and
external committees
Annual completion rate
reported to FMS
Executive Board
Undertake a staff
and PGR student
survey every two
years
SAT;
IHS Executive
Board; PGR
student tutor
Target of 100% to
be reached (98% in
2013); if not
reached,
understand why
and act upon any
modifiable reasons
Deputy
Institute
Manager
Staff survey of
committee involvement
undertaken in 2010 and
followed up in 2012
Monitor
representation
Deputy
Institute
Manager
Oct 2014
Oct
2014
Oct
2016
Jan
2015
2014/16 surveys
completed with good
response rate (>70%)
Results analysed by SAT
working group, results
discussed by IHS HRG
and any specific issues
acted upon
Feedback to staff and
students at IHS staff
meetings and at a PGR
support group meeting
PDR completion rate
reviewed by IHS EB
annually
Jan
2016
Within next
nine
months
Jan
2017
Dec
2014
1.7
Redesign of staff exit
interview form
Examples identified on
internet and amended
for IHS use
Form redesigned to
ensure relevance
to HIS in 2013
Institute
Manager
Commence
AY 2014-15
Oct
2014
1.8
Undertake exit interviews
with staff
All staff leaving IHS
invited to take part in
an exit interview since
System designed to
hold this
information
Institute
Manager
Ongoing
Jan
2012
Record of committees
IHS staff contribute to
No committee overload
for any individual IHS
staff member
A new form where all
questions are relevant
for IHS staff and can be
answered by leaver
Record information
from interviews on why
staff leave IHS
46
2012
Annual review of
reasons for exiting
Record any actions
suggested and take
these on board where
agreed
Record of annual staff
turnover
2 Undergraduate and postgraduate students
2.1
Gain information on how
MBBS selection panels are
constituted and identify
staff interested in being
part of the panel
2.2
Hold an annual MSc lunch
(funded by IHS) for
students to meet IHS staff
during their induction week
Ongoing
Understand how
panels are
constituted to see
if IHS staff could be
more involved. If
so, identify IHS
staff who would
like to be on the
panel by email
from the Head of
Teaching &
Learning
Lunch to be held
annually
Head of
Teaching &
Learning
Within next
24 months
May
2016
Record information on
panel members and
those IHS staff
interested in serving on
the MBBS selection
panel
More IHS staff on MBBS
selection panels
MSc Degree
Programme
Director;
MSc
administrator
Ongoing
Sep
2013
Annual MSc lunch held
during induction week
Sep
2014
Sep
2015
2.3
Review data collection
system on PGR students
Review system,
refine and add to
(e.g. collect first
PGR student
tutor;
Deputy PGR
Within next
three
months
Sep
2016
Oct
2014
New system in place
47
destination data)
2.4
Provide extra ‘buddying’
for overseas PhD students
2.5
Inform new PGR students
that they are aligned to an
IHS research theme or
methodology group during
their induction
2.6
Inform current PGR
students that they can
apply to research
theme/group funds for
small amounts of funds to
support their research or
conference attendance (if
not available from
studentship)
Reinstate circulation by
email of a PGR student
newsletter
2.7
2.8
Update PGR webpage on
the IHS website
All overseas PhD
students offered
extended ‘buddying’ at
induction
PRES every two
years and in-house
survey every
alternate year to
assess satisfaction
student tutor;
PGR student
administrator
PGR student
tutor;
PGR student
administrator
Commence
AY2014-15
Oct
2014
Record uptake of extra
‘buddying’ on PGR data
system
Increased satisfaction
with induction process
evidenced PRES and inhouse survey
All research themes and
methodological groups
to have an up- to- date
list of their PGR
students
Current PGR students
know which research
theme/methodological
group they belong to
and are invited to
attend theme/group
meetings
Not all students may
know about this
Make this part of
the induction
process through
discussion with
supervisors
PGR student
tutor;
PGR student
administrator;
PGR student
supervisors
Commence
AY2014-15
Oct
2014
All students
informed by
supervisors
PGR student
supervisors;
PGR student
tutor;
IHS Finance
officer
With
immediate
effect
May
2014
Increase in applications
to research
theme/methodological
group funds reported to
IHS HRG
Newsletter was being
circulated but there is a
need to review before
reinstating
Review content of
newsletter through
brief survey on
content to PGR
students
Update webpage
Deputy PGR
student tutor;
PGR student
support group
Commence
AY2014-15
June
2014
Redesigned PGR
student newsletter
circulated every
semester
Deputy PGR
student tutor;
PGR student
administrator
Commence
AY2014-15
Nov
2014
Updated PGR webpage
and process in place for
annual updating aligned
to annual IHS website
Webpage exists but
needs updating
Ensure annual update
48
update
2.9
2.10
Offer PGR student support
sessions
Organise an annual PGR
student research day
Covered by IHS web
maintenance plan
initiated Jan 2014
Support sessions in
place from Apr 2013
Previously taken place
on an ad hoc basis
3 Key career transition points, appointments and promotions
3.1
Appoint research staff to
Ongoing
an open-ended contract
when possible
PGR student tutor
to offer a monthly
(first Tues) slot
when students can
‘drop in’ for advice
and support
PGR student
tutor;
PGR student
administrator;
Head of
Teaching &
Learning
Ongoing
Research day to be
held annually
Deputy PGR
student tutor;
Postgraduate
tutor;
Postgraduate
administrator;
IHS PGRs
Commence
AY2013-14
Institute
Director;
Institute
Manager;
Faculty HR
Chair of IHS
Human &
Other
Resource
Group
Deputy
Institute
Manager;
Faculty Athena
SWAN coordinator
Ongoing
2009
Reduction in the
number of research
staff on a fixed-term
contract
Within next
12 months
Feb
2015
No staff turnover as a
result of external
funding contract ending
Ongoing
May
2014
Record data on job
offers and acceptances
by grade and gender
More staff to be on
open-ended
contracts
3.2
Review IHS redeployment
process to ensure research
staff continuity in contracts
Use of internal
redeployment process
to secure research staff
contracts in place
Review process to
ensure optimum
system in place
3.3
Monitor offers and job
acceptances by grade and
gender
Data recorded
Continue to
monitor data on
gender balance in
job offers and
acceptances
Apr
2013
June
2014
Advertise regular slot to
all PGR students by
email
Act on any issues raised
by taking to IHS
Teaching & Learning
Committee
PGR student research
day held annually
Evaluation of study day
through feedback form
49
3.4
3.5
3.6
Provide even better clarity
on expectations of role and
responsibilities when
recruiting academics
All recruitment documents
to have IHS Athena SWAN
logo, webpage, ECU Athena
SWAN webpage and
flexibility in working
pattern highlighted
Review staff induction
process, provide written
guidance on what is
expected from induction
and develop a web-based
version
Information provided in
advert and at interview
Ongoing - IHS Athena
SWAN logo, link to ECU
Athena SWAN webpage
and flexibility in working
pattern highlighted on
job adverts
Induction process in
place
Increase
information on
specific role and
responsibilities
Institute
Manager;
IHS Director
With
immediate
effect
May
2014
Link to IHS Athena
SWAN webpage
included in job
adverts
Institute
Manager;
Faculty HR
department
Ongoing
Apr
2015
Review process to
ensure all relevant
information is
being provided at
induction
Deputy
Institute
Manager;
IHS technical
support team
Review to
take place
within next
12 months
Jan
2016
Produce written
guidance on what
should be
discussed during
induction and
develop a checklist
Ensure staff know
exactly what the role
they are coming to
entails and have as
much information as
possible for them to
make an informed
decision before taking
up an appointment
No member of IHS staff
leaving because of bad
fit to role
All IHS job adverts to
include link to IHS
Athena SWAN webpage
New induction
handbook
Written guidance on
induction which
includes an induction
checklist
A web-based version of
the induction process
Develop a webbased version of
50
the induction
handbook
3.7
3.8
Review PDR form and
process every two years
Refine PDR 360o feedback
Reviewed on an ad hoc
basis
KPIs, University and
FMS objectives added
to allow alignment of
personal objectives to
University objectives
360o feedback included
in PDR process from
2012
Form based on NHS
document
3.9
3.10
Provide some basic training
on completing forms and
giving and receiving
feedback
Sign off of all PDR forms by
IHS director (academic and
research) and manager
(admin and clerical)
To identify a training
provider and investigate
training
Review PDR forms to
identify anyone who could
be considering applying for
promotion
Staff informed that they
can put themselves
forward for promotion
(started 2012)
Ongoing
All PDRs signed off by
IHS director
(academic/research)
Institute
Manager;
IHS Director
Within next
six months
Nov
2014
Review takes place
every two years
Nov
2016
Changes to PDR
documents recorded
Update of PDR form
Brief survey of
those who have
included 360o
feedback in their
PDR to assess
process
Institute
Manager
Within next
six months
Sep
2014
Survey undertaken and
recommendations
included in feedback
process
New 360o feedback
form developed based
on survey
360o feedback used as
part of PDR process
All staff receive
individual written
feedback on
progress in PDR
feedback
Proactive
consideration of
staff at right stage
in career for
promotion in
addition to
individual staff
members putting
IHS Director;
Institute
Manager
Ongoing
May
2011
IHS Director;
Institute
Manager
Ongoing
May
2014
All PDR forms to have
been signed off by
Institute director or
manager and written
feedback provided
Increase in staff at
gaining promotion
51
and IHS manager
(support staff)
Since 2012 process in
place to review
promotion documents
by internal promotions
committee and
feedback given to
optimise chances of
promotion
themselves
forward
Process in place for
two years- review
process through
feedback from
those who have
experienced it
Check they are upto-date and
complete
3.11
Review of promotion
documents by internal
committee
3.12
Ensure all University
promotion documents held
on the IHS intranet are upto-date
University promotion
documents held on
intranet
3.13
Advertise Faculty
promotion and PDR
workshops on IHS intranet
Ongoing
3.14
Hold sample CV’s for all
academic, research and
admin levels in a IHS
shared folder for those
considering promotion
3.15
Design and run leadership
training courses all
academic staff
Review and evaluate
leadership training course
Internal leadership
training course tailored
to staff in IHS developed
and offered to, and
completed, by senior
staff
Institute
Director;
Institute
Manager;
Deputy
Institute
Manager;
Head of
Teaching &
Learning; IHS
Research Lead
Deputy
Institute
Manager
Deputy
Institute
Manager
Gain permission
from staff to use
CV, set up folder
and store CV’s
Institute
Manager
Roll out to all IHS
staff
Institute
Manager;
IHS Director;
NU Staff
Development
Unit
Review to
July
take place
2014
before 201415
promotion
round
Review of internal
promotions review
completed and any
changes to process
made
Check will
take place
before next
promotions
round
Ongoing
Oct
2014
Up-to-date forms on
intranet
Apr
2011
To take
place
before
2015-16
promotion
round
Ongoing
July
2015
Faculty promotion and
PDR workshops
advertised on IHS
intranet
Sample CVs held on IHS
shared folder
Oct
2011
Record uptake of
leadership course
Record feedback from
attendees and amend
52
course as necessary
3.16
Offer 1:1 coaching to staff
1:1 coaching offered 12 staff have already
taken advantage of this
training
Evaluate 1:1 coaching
3.17
Establish an Early Career
Researcher Association
with financial support from
IHS
Support for this
received from email to
ECRs
Design and
undertake an
evaluation through
a feedback form
ECR Association to
hold
meetings/events
every other month
ECR Association
organising committee
formed
Institute
Manager;
IHS Director;
NU Staff
Development
Unit
Ongoing
ECR
Association
organising
committee;
SAT chair;
IHS HRG
Ongoing
Jan
2012
Jan
2015
Mar
2014
Record of uptake of 1:1
coaching
Record of staff
evaluation of coaching
and any actions taken
Continuation of ECR
Association
Meetings/events to
take place every other
month
Attendance recorded
First meeting held in
March 2014
Feedback to IHS HRG via
SAT chair on activities or
any issues identified
Annual report to IHS
HRG on how funds have
been used
3.18
Continue with an Institute
budget for staff to apply to
with agreement from line
manager for training,
conference attendance and
for open access publishing
Financial support for
career development
activities by pooling
non-allocated resources
has been in place since
2004
Continue
Institute
Manager;
Line
managers;
IHS HRG;
IHS Finance
Officer
Ongoing
Jan
2004
3.19
Maintain a list of staff who
act as mentors and the
number of mentees to
avoid overload
Staff undertake
mentoring but no data
currently collected
Information to be
recorded
Institute
Manager
Within next
12 months
Apr
2015
Set up list via email to
all academic staff
Apr
2016
Update list annually
53
3.20
3.21
3.22
3.23
3.24
Inform all academic and
research staff that they can
be supported to find a
mentor
Work with FMS to ensure
that mentoring activity is
included in the workload
allocation model
Some staff act as
mentors and some have
mentors
Set up an annual Equality
and Diversity seminar
All staff to be
informed through a
presentation at IHS
staff meeting
Discussions with
FMS about
mentoring activity
being included in
the WAM
Annual seminar
Provide guidance for
maternity leave returners
and line managers on
returning from maternity
leave and keep on a shared
folder
University guidance on
maternity leave held on
central website
Trial text messaging those
on maternity leave to
maintain light touch
IHS manager sent a
weekly text to deputy
manager while she was
Develop IHS
specific guidance
on managing
return to work
Trial with two more
staff (academic and
research) and get
SAT;
Institute
Manager
Within next
12 months
Apr
2017
Feb
2015
Institute
Manager;
Faculty Athena
SWAN project
officer;
Deputy
Director of
Faculty
Operations
Chair of SAT;
Faculty HR
advisor
(equality and
diversity)
Within next
12 months
May
2015
Mentoring activity
included in workload
allocation model
Within next
12 months
Feb
2015
Equality and Diversity
seminar held annually
IHS Human &
Other
Resources
Group;
Faculty HR
advisor
(equality and
diversity);
SAT maternity
working group
Deputy
Institute
Manager;
Presentation on
mentorship at an IHS
staff meeting
Feb
2016
Within next
12 months
Within next
12 months
Feb
2017
Apr
2015
Apr
2015
Guidance produced and
held on IHS shared
folder and Athena
SWAN webpage
Guidance used at
meeting with maternity
leave returner, Institute
manage and line
manager
Further feedback gained
on value
54
contact
on maternity leave in
2013
feedback on value
Institute
Manager
3.25
Set up meetings with
maternity returner, line
manager and the Institute
manager on return from
maternity leave
Deputy
Institute
Manager;
Institute
Manager;
Line managers
Deputy
Institute
Manager
Sept
2014
Introduce a ‘buddy’ system
for those returning from
maternity leave
Within next
six months
Sept
2014
Record offer and uptake
of ‘buddy’ to maternity
leave returner
3.27
Any changes to the
workload allocation model
are discussed with
maternity leave returners
Meeting to be held
between the
maternity returner,
line manager and
the Institute
manager
Set up offer of a
‘buddy’ for
maternity leave
returners
Discuss any
changes with
maternity leave
returner
Within next
six months
3.26
Meeting currently takes
place with maternity
leave returner and
Institute manager but
line manager not always
present
‘Buddy’ in place for all
new starters but not for
maternity leave
returners
Workload allocation
model is explained to all
new academic staff
Within next
12 months
Feb
2015
Record that discussion
has taken place
3.28
Offer of a phased return to
work for staff on maternity
leave
Scope feasibility of
reducing duties e.g
teaching, admin, on return
from maternity leave
Ongoing
Continue to offer
Institute
Director;
Institute
Manager;
Line managers
Institute
Manager
Ongoing
Apr
2011
IHS Human &
Other
Resources
Group;
Head of
Teaching &
Learning;
Institute
Manager
Within next
18 months
Nov
2015
Phased return taken up
by maternity leave
returners
Discussion by HRG and
decision on feasibility
reached
Institute
Manager;
University
Estates
Within next
24 months
3.29
3.30
Identify a place for
breastfeeding
Discussion on how
to enact reduction
in duties for first
three months on
return from
maternity leave
University is currently
working with the
Estates department to
identify private places
throughout the
If feasible to be
introduced within
next 18 months
Identify a private
area within the
Baddiley-Clark
Building where
mother’s can
Offer to all staff on
maternity leave if value
demonstrated
Record that meetings
have taken place and
any decisions reached
Jan
2016
If feasible, introduced in
2016
May
2016
Private area identified
for mothers to
breastfeed on return
form maternity leave
55
3.31
Introduce a system to
collect information on
paternity leave
3.32
Introduce a system to
collect information on
adoption leave
4 Career advice and support
4.1
Provide opportunities for
paid student work
placements and internships
within IHS
4.2
4.3
Add information on work
placement opportunities in
the MSc course handbook
and tell MSc students of
this opportunity in
induction week
Address workload concerns
University
System in place
System in place
breastfeed
System set up to
record this
information
System set up to
record this
information
Deputy
Institute
Manager
Deputy
Institute
Manager
Ongoing
May
2011
Record of requests for
paternity leave
Ongoing
May
2011
Record of requests for
adoption leave
Ongoing
Jan
2012
Record number of work
placements and gain
feedback from students
through brief survey at
the end of the
placement
Oct
2014
Information present in
MSc course handbook
Opportunities first
offered in 2012
Annual offer of
eight work
placements/
internships
MSc Degree
Programme
Director;
Institute
Deputy
Director
No information
currently available
MSc Degree
Programme
Director;
MSc
administrator
2012 staff survey
identified workload was
a concern for some staff
Incorporate
information in MSc
handbook;
Brief presentation
during MSc
induction
Include questions
on this in 2014/16
staff surveys
Two additional IHS EB
meetings convened in
2012 to discuss this
Encourage staff to
discuss with line
managers at PDR
Workload addressed at
two IHS staff meetings
Rolling out resilience
training
IHS Director;
IHS Manager;
Line
managers;
IHS Human &
Other
Resources
Group ;
SAT working
group
Ongoing
Apr
2012
Prepare brief
presentation for
induction week
Include questions in
2014/2016 staff survey
and act on issues raised
Record of discussion at
PDR
All staff to have
attended resilience
training
56
4.4
Review internal peer
review process for funding
applications
Internal peer review
system in place
Review process by
brief survey to
academic/research
staff
IHS Research
Lead;
IHS Deputy
Research Lead
Within next
12 months
Mar
2015
4.5
Annual writing workshop
for early career researchers
Presentation given on
writing for publication
held in Mar 2014
Writing workshop
to be held annually
IHS Research
Lead;
Early Career
Researcher
Association
IHS Director;
IHS Finance
Officer
Ongoing
Mar
2015
4.6
Provide funds managed by
IHS research theme and
methodological group
leads for discretionary use
including supporting staff
career objectives
Scope introducing
committee shadowing for
academic and research
staff
Ongoing
4.8
Pay University PhD
registration fees for staff
members who register for
a staff PhD
Ongoing
4.9
Provide advice and support
to staff and students
applying for fellowships
Ongoing support to IHS
staff and students as
well as those from the
Faculty through
4.7
Continue and
replenish on
annual basis
Discuss feasibility
of doing this with
staff, identify
committees who
would agree to this
and prepare brief
report with
recommendations
Continue to pay
fees for those staff
who want to do a
PhD in recognition
of importance of
attaining a PhD for
career
development
Continue
Monitor numbers
applying for
Ongoing
Institute
Manager;
Committee
chairs;
SAT working
group
Mar
2016
Sep
2011
Review of process
completed and changes
made to peer review
process if
recommended
Writing workshop held
annually
Provide annual
breakdown of how
funds are spent to IHS
HRG
Jan
2016
Report on whether this
is feasible or not and
whether it should be
implemented
Institute
Director
Ongoing
Jan
2006
Increase in number of
staff registered for a
PhD
Institute
Research Lead
Ongoing
May
2012
Record of number of
staff/students and
applying for fellowships
and successes by
57
reviewing CVs,
commenting on
applications and
conducting mock
interviews
5 Culture, Communications and Departmental Organisation
5.1
Director’s update to be
Introduced in 2011
circulated by email every
six months
5.2
IHS Human & Other
Ongoing
Resources Group and IHS
Executive Board minutes
circulated to staff via the
IHS intranet
fellowship and
success by gender
5.3
Review SAT membership
annually
SAT membership
reviewed in 2013
5.4
SAT to meet bimonthly
5.5
IHS Athena SWAN webpage
to be updated monthly and
reviewed annually
Meetings were
quarterly until April
2013, bimonthly
thereafter
Updated on an ad hoc
basis
Review
membership on an
annual basis
Continue to meet
bimonthly
5.6
SAT activities to be
reported back at each IHS
staff meeting
Agenda item for every
IHS staff meeting
5.7
Notes from SAT meetings
to be circulated via IHS
intranet
Set up working groups
within the SAT to take
5.8
Continue to
circulate Director’s
update
Continue to
circulate meeting
minutes
gender
Institute
Director
Ongoing
Jan
2011
Email circulated every
six months
Institute
Manager;
Human &
Other
Resources
Group
secretary
SAT
Ongoing
Jan
2013
Minutes from IHS HRG
and EB meetings
circulated within three
weeks of meeting
April
2015
Record of membership
and changes
Chair of SAT
Ongoing
April
2013
SAT meet bimonthly
July
2014
IHS Athena SWAN
webpage up-to- date
SAT
administrator;
SAT
Notes not currently
circulated beyond SAT
Webpage to be
updated monthly
Website reviewed
annually
Continue to
present on SAT
activities at each
IHS staff meeting
Notes circulated via
IHS intranet
Individuals nominated
to take forward
To identify and
form further
SAT members
to self-
SAT
Ongoing
SAT
With
immediate
effect
With
immediate
Update presentation on
SAT activities at each
staff meeting
May
2014
Notes circulated via IHS
intranet
May
2014
Establishment of
working groups for
58
forward specific actions
5.9
5.10
5.11
5.12
5.13
SAT member to attend
each North East Athena
SWAN regional meeting
IHS SAT to contribute to
organisation of regional
meeting to be held in
Newcastle in June 2014
Design and display a poster
in IHS on respect and
dignity in the workplace
Provide information on
University networks
Establish a Listening forum
of all staff to meet three
times a year
Hold an annual staff meet
and greet event
outreach activities, staff
survey, website within
the SAT
Ongoing
working groups
nominate
effect
SAT member to
attend regional
meetings and
feedback to SAT
SAT
Ongoing
specific actions
May
2013
SAT member to attend
regional meeting
June
2014
Design and display
poster
There is a spotlight on
each network at every
IHS staff meeting
Ongoing
First one held in Oct
2013
Continue
highlighting
University
networks at IHS
staff meetings
Feedback from
group to be shared
at IHS staff meeting
and issues arising
discussed at IHS
HRG
Hold annually
Deputy
Institute
Manager
Institute
Manager;
SAT
Aug
2015
Poster displayed
Ongoing
May
2011
Each network
introduced at successive
IHS staff meetings
Institute
Director;
IHS Human &
Other
Resources
Group
Ongoing
Jan
2013
Meetings held and
feedback given at staff
meetings
SAT
administrator
Ongoing
Oct
2014
Record of issues
discussed and actions
agreed in HRG minutes
Meet and greet meeting
held annually
Oct
2015
5.14
Develop a programme of
Ongoing outreach
Develop a
SAT
Outreach
Oct
2016
July
A programme of
59
outreach activities for
2014-17
5.15
Discuss the appointment of
an IHS communication
officer with FMS
activities including mini
medical school (2012),
events at the British
Science Festival (Nov
2013) ‘meet the
scientist’ event at the
Centre for Life (Apr
2014)
Ongoing and agreed by
FMS (Jan 2014)
programme for
next three year
Six monthly
meetings between
SAT outreach
working group and
IHS Engagement
lead
Meeting
discussions and
actions reported
back to IHS EB
through IHS
Engagement lead
Appointment of an
communication
officer to review
and improve all
forms of
communication
within IHS
(outreach);
IHS
Engagement
lead;
IHS Executive
Board
Institute
Director;
Institute
Manager
activities
ongoing
2014
Six monthly
meetings
to start
within next
three
months
Appoint
officer
within next
12 months
outreach activities
developed
Meetings held every six
months
Meeting discussions and
action recorded in IHS
EB minutes
Mar
2015
Communication officer
appointed
Key to Action Plan:
AY2014-15 = Academic year 2014-15
EB = Executive Board
FMS = Faculty of Medical Sciences
HRG = Human & Other Resources Group
IHS = Institute of Health & Society
KPI = Key Performance Indicator
60
MSc = Masters in Science
NU = Newcastle University
PDR = Performance and Development Review
PGR = Postgraduate research student
PRES = Postgraduate Research Student Survey
SAT = Self assessment team
UG = Undergraduate
WAM = Workload Allocation Model
61
Application for an Athena SWAN Silver award: Institute of Health & Society, Newcastle University
Action Plan (May 2011- April 2014) – updated in April 2014
Action
Description of action
Action taken
already and
outcome at
April 2011
Further
action
planned at
April 2011
Responsibility
Timescale
Start date
Success
measure
Progress by April
2014
Monitor
gender
balance in
applications
to the MSc
MSc course
administrator
FMS
admissions
office
Commence
monitoring
for AY201213
Sept 2011
Record of
gender split of
applications to
the MSc
Completed and data
collection ongoing
Monitor
gender
balance in
applications,
offers and
successes
Institute
manager
FMS
admissions
office
Commence
monitoring
for AY201213
Sept 2011
Record gender
split in
applications
and offers
Completed and data
collection ongoing
No interviews
currently
done
All staff
leaving IHS
invited to
take part in
an exit
interview
Institute
manager
With
immediate
effect
May 2011
Collect
information via
interview on
why staff leave
IHS
Implemented from
Jan 2012
‘Buddy’
system open
to all PhD
students but
provide for
longer
Offer
extended
‘buddy’
system
Postgraduate
tutor
Commence
AY2011-12
Oct 2011
When
requested,
extra
‘buddying’ to
be provided
All overseas students
offered extended
period of ‘buddying’
1 Baseline Data and supporting evidence
1.1
Monitor gender
Gender
balance in applications balance on
to the MSc in Public
those
accepted
Health and Health
onto the MSc
Services Research
course is
monitored
1.2
Monitor gender
No
balance in
information
undergraduate student currently
applications, offers
available to
and successes
IHS
1.3
Undertake exit
interviews when staff
leave IHS
2 UG and PG students
2.1
Provide extra
‘buddying’ for
overseas PhD students
62
3 Key career transition points, appointments and promotions
3.1
Monitor offers and job No data
Collect data
acceptances by grade
currently
on gender
collected
balance in job
offers and
acceptances
3.2
Design and run
No internal
Set up an
leadership training
course
internal
courses specific for
currently
leadership
senior and junior staff available
training
course
tailored to
staff in IHS
3.3
Introduce a ‘buddy
‘Buddy
Set up a
system’ for those
system’ in
‘buddy
returning from
place for all
system’ for
maternity leave
new starters
maternity
but not for
leave
maternity
returners
leave
returners
3.4
Set up meetings with
No such
Initiate a
maternity returner,
meeting
meeting
line manager and the
currently
between the
Institute manager on
takes place
maternity
return from maternity
returner, line
leave
manager and
the Institute
manager
4 Career advice and support
4.1
IHS director to identify Currently
When signing
staff who should be
staff put
off PDR
thinking about
themselves
forms, the IHS
applying for promotion forward to be director will
considered
review
for promotion whether the
Deputy
Institute
manager
With
immediate
effect
May 2011
Collect data on
offers and
acceptances
Completed- data is
collected centrally
and analysed at
Institute level
Institute
manager
IHS director
NU staff
development
unit
Within next
12 months
Oct 2011
Establish
bespoke
leadership
training
courses
Established and
being rolled out to
all staff
Institute
manager
Within next
six months
Sept 2011
Extend the
‘buddy system’
to maternity
leave returners
‘Buddy system’
offered to all
maternity leave
returners
Institute
manager
Within next
six months
Sept 2011
Record that
meetings have
taken place
and decisions
reached
Maternity leave
returners offered
meeting with
Institute manager.
More work needed
to enact 3-way
meeting
IHS director
To start from
AY2012-13
Oct 2011
Record who
the IHS
director has
had discussions
with and
record
New system put in
place to review staff
lists annually by
Institute Director
and Institute
Manager to identify
63
person should
be
considering
promotion
5 Culture, Communications and Departmental Organisation
5.1
Introduce a system to
Currently
A system will
collect information on data not
be set up to
adoption leave
collected
record this
information
5.2
Make sure all staff are Currently
Have a
aware of University
staff find out
spotlight on
networks
about these
each network
networks
at an IHS staff
through
meeting
informal
routes
Deputy
Institute
manager
With
immediate
effect
May 2011
Institute
manager
With
immediate
effect
May 2011
outcome
staff at right career
stage and encourage
to apply
Establish a
system to
record
adoption leave
Each network
introduced at
successive IHS
staff meetings
System established
and recording this
information
Presentations at staff
meetings completed
Key to Action Plan:
MSc = Masters in Science
FMS = Faculty of Medical Sciences
AY2012-13 = Academic year 2012-13
AY2011-12 = Academic year 2011-12
IHS = Institute of Health & Society
NU = Newcastle University
PDR = Performance and Development Review
64