EQUALITY IMPACT ASSESSMENT (EIA) PRO-FORMA
Legislation says that the University must take steps to understand the effect, or potential effect, of its
policies* on different groups of people. This is to ensure that a policy is neither directly nor indirectly
discriminatory and to identify how it does, or could, advance equality and foster good relations
between different groups of people.
Legislation groups people by ‘protected characteristics’ and it is these ‘protected characteristics’ that
need to be considered when carrying out an EIA.
The protected characteristics are: disability, race, sex, age, gender reassignment, marriage and
civil partnership, pregnancy and maternity, religion or belief and sexual orientation.
Your help is needed to do this, not just because the law says so, but because the University is
committed to equality of opportunity for all and to ensuring that all the University’s policies are
developed with an awareness of their consequences for different groups of people.
Heads of Sections/Departments are responsible for ensuring this form is completed for each policy
they ‘own’. It should take no more than 30 minutes to complete. Questions 1-6 only of this EIA proforma need to be completed for new policies. For existing policies, please answer all the questions.
Policies should be assessed for their effect on equality every 3-5 years.
* For the purpose of EIAs, the term policy refers to formal policies, procedures and processes. It does
not include informal policies, procedures or processes.
Name of policy
Web address of policy
Policy-holding Department/Section
Notes of guidance on leave of absence (intermission)
for research degree students
www2.essex.ac.uk/academic/students/pgr/absence.doc
Is this a new or existing policy?
Registry
Academic Section
Existing
Date assessment completed
29/04/2013
Name and job title of person completing
pro-forma
Adam Atkins
Academic Section Project Assistant
Q1. What is the purpose of the policy?
This policy document is intended to provide staff and students with information about Graduate
School practice in relation to leave of absence (intermission), so that staff and students are aware of
what are permissible grounds for periods of leave.
Q2. Does the policy involve, or have consequences for, the people the University serves and
employs?
Yes. The policy outlines the grounds for which University staff can permit a student to take a leave of
absence (intermit). Similarly, the policy provides information to students on whether their situation
would warrant a period of intermission.
Q3. Does the policy require decisions to be made in relation to individuals or groups of
individuals?
Yes. Decisions on whether a student should be permitted to take a leave of absence are made by the
Graduate School.
Q4. What is the decision-making process and is it fair and transparent?
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Students wishing to take a period of intermission from their studies should first discuss their reasons
with their supervisor. They should then fill out a Request for Intermission Form online. A request for
intermission will be considered by the Graduate School and a decision will be reached based on the
nature of the individual case. The policy outlines the following situations that will be considered:
 Illness
 Maternity and paternity leave
 Financial problems
 Paid work
In each circumstance, the Graduate School will consider the severity of the situation alongside the
time that has been requested.
The policy describes how each individual case will be considered in line with the perceived impact the
situation will have on the student’s academic study. This provides a fair process where requests are
considered based on their individual nature.
Q5. Please give details of what equality training is/will be provided for decision makers?
All University staff are required to complete the University’s online equality and diversity training
programme.
Q6. Referring to the list of protected characteristics at the top of this form, how do you/will you
monitor the effect this policy has on groups of people with these PCs?
Any detrimental effect on persons with any particular protected characteristic identified by monitoring,
complaint or appeal will be investigated and if necessary appropriate remedial action will be taken.
Q7. Referring to Q6 above, have you identified any positive or negative impact on any group of
people who share a protected characteristic?
Yes. This policy provides a way in which individuals encountering difficulties as a result of pregnancy
or disability can request a period of intermission from their studies. The length of this period of
intermission differs depending on the severity and impact of the situation, but provides a way in which
students can take a break from their studies when encountering difficulties as a result of a protected
characteristic.
Q8. Have there been any complaints or issues raised about the policy in relation to its effect
on people who share a protected characteristic?
No
Q9. Are there any (further) measures that could be taken to continue to ensure the policy is
neither directly nor indirectly discriminatory?
No
Q10. Have you identified any ways in which the policy does, or could advance equality or
foster good relations between different groups of people?
The policy demonstrates the University’s commitment to understanding the different needs of its
students through acknowledging that certain circumstances will require special consideration in terms
of the impact on academic study. The policy outlines the situations where students will have legitimate
grounds to request a period of intermission and in turn offers understanding to individuals with
protected characteristics in higher education and the difficulties that they might encounter.
Please now email the completed form to diversity@essex.ac.uk. The Equality and Diversity
Committee (EADC) have responsibility for overseeing the completion of EIAs. Equality and Diversity
will assess the information provided in the first instance and will either:
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Decide that no action is required and report this to the Equality and Diversity Committee;
Recommend actions to be taken and report this to the Equality and Diversity Committee *;
Refer the EIA to the Equality and Diversity Committee who have the option to require a more
detailed assessment be carried out.
The individual completing the EIA pro-forma will be informed of the outcome of the assessment by
Equality and Diversity as soon as possible after submitting the form.
*If Equality and Diversity recommend action(s) be taken, a report outlining the progress made against
the recommended actions will be requested one year after the EIA has taken place.
For completion by Equality and Diversity
Name of Policy
Notes of guidance on leave of absence
(intermission) for research degree students
No.
Should this EIA be referred on to the Equality
and Diversity Committee for further
consideration?
In response to Q6 – in order to identify by
monitoring any detrimental effect on persons with
any particular protected characteristic:
If no, what recommendations, if any, should
be made to the Policy-holding
Department/Section?
1) Consideration should be given to keeping a
central record of students who have requested a
leave of absence, and the outcome of that
request.
2) If the numbers of students whose application
to take a leave of absence is refused is
significantly high to warrant concern,
consideration should be given to undertaking
analysis of those students by protected
characteristic.
Date:
28 August 2013
Signed
Karen Bush, Equality and Diversity Manager
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