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
Overseas Examination Policy
Web address of policy
http://www.essex.ac.uk/results/forms/resits_form.aspx
Policy-holding Department/Section
Is this a new or existing policy?
Systems Administration
Academic Section
Existing
Date assessment completed
10/04/2013
Name and job title of person completing proforma
Adam Atkins
Academic Section Project Assistant
Q1. What is the purpose of the policy?
In some circumstances the University permits University of Essex international students registered on
University of Essex programmes, regardless of the campus on which they are based, to undertake
certain examinations (usually reassessment) in their country of residence. This policy codifies the
arrangement and sets out the circumstances around which the examinations are managed.
Q2. Does the policy involve, or have consequences for, the people the University serves and
employs?
Yes. The policy outlines the circumstances under which University of Essex international students can
undertake certain examinations (usually reassessment) in their country of residence.
Q3. Does the policy require decisions to be made in relation to individuals or groups of
individuals?
Yes. Decisions based on whether circumstances are appropriate for students to sit exams in a
different country are made by the Exams Office, or by the Academic Registrar in exceptional
circumstances.
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Q4. What is the decision-making process and is it fair and transparent?
The policy clearly states the circumstances where a student will be permitted to request to undertake
an examination overseas. Requests are submitted via an online application form which can be found
on the Examinations Office web pages. The decision to permit a student to undertake an examination
overseas is generally made by the Examinations Office and is subject to the following considerations:
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consultation with the Registry and relevant Department, School or Centre about the module’s
suitability for distant venue assessment; and
whether it is practically and logistically possible for the examination to take place, taking into
account in particular the overall availability of a relevant British Council office; the impact of
the time zone of the country in which the overseas examination will be held on the timing of
the local examination held at a campus of the University of Essex; and overseas public
holidays that may affect British Council availability.
Although the University will make every effort to accommodate a student making a request, the policy
does state that this is a special dispensation and no student has an automatic right to undertake an
examination overseas.
Students wishing to submit a request, who do not fall under the criteria outlined in the policy can still
do so, but only under exceptional circumstances that will then be considered for approval by the
academic registrar.
This policy demonstrates an attempt by the University to:
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promote fairness for all students studying at all campuses of the University, particularly
regarding reassessment opportunities;
ensure the provision of a high quality environment for students undertaking assessment that
meets students’ full needs and support requirements;
manage staff and student expectations effectively around the management of overseas
examinations; and
ensure maximum efficiency in the deployment of University resources.
Q5. Please give details of what equality training is/will be provided for decision makers?
All staff involved in the decision making process will have completed the University’s equality and
diversity online training programme, but will base their decisions on the availability of resources and in
alignment with the criteria outlined in the policy.
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?
Students wishing to submit a request to sit an examination abroad, who ordinarily receive individual
exam arrangements for a disability or Specific Learning Difficulty, are required to discuss these
arrangements with the Examinations Office or Student Support in the first instance. If, for whatever
reason, these provisions cannot be put in place, the student may be advised to return to the UK,
where full support can be provided.
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?
The policy suggests that individual exam arrangements for a disability or Specific learning Difficulty
will be put in place where possible. If it is not possible for these provisions to be put in place overseas,
students are likely to be advised to return to the UK where full support can be implemented in line with
the Equality Act 2010.
Q8. Have there been any complaints or issues raised about the policy in relation to its effect
on people who share a protected characteristic?
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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?
N/A
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
Overseas Examination Policy
Should this EIA be referred on to the Equality
and Diversity Committee for further
consideration?
If no, what recommendations, if any, should
be made to the Policy-holding
Department/Section?
No
In response to Q6 – in order to identify by
monitoring any detrimental effect on persons with
any particular protected characteristic:
1) Consideration should be given to keeping a
central record of students who have requested to
undertake an examination overseas and the
outcome of that request.
2) If the numbers of students not given
permission to undertake an examination
overseas is significantly high to warrant concern,
consideration should be given to undertaking
analysis of those students by protected
characteristic.
Date:
12 July 2013
Signed
Karen Bush, Equality and Diversity Manager
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