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
Student Names Policy
Web address of policy
http://www2.essex.ac.uk/academic/students/ug/NamesPolicy2011.pdf
Policy-holding
Department/Section
Systems Administration
Academic Section
Is this a new or existing
policy?
Existing
Date assessment completed
10/04/2013
Name and job title of person
completing pro-forma
Adam Atkins
Academic Section Project Assistant
Q1. What is the purpose of the policy?
The University acknowledges the importance of securing accurate records of the identity of all its
students. The Student Names Policy sets out the University’s approach in this area. The policy is
underpinned by a balance between the requirements of statutory and non-statutory responsibilities
and student needs and expectations.
Q2. Does the policy involve, or have consequences for, the people the University serves and
employs?
Yes. The policy outlines the process that students should follow should they wish to record a different
or preferred name on the student records data base. Details of the circumstances that this is
permitted to happen are outlined in the policy.
Q3. Does the policy require decisions to be made in relation to individuals or groups of
individuals?
Yes. The policy outlines the circumstances where a student can request a preferred name or title to
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be recorded on the student records data base. Decisions to allow the use of a preferred name are
made by the Registry.
Q4. What is the decision-making process and is it fair and transparent?
A student wishing to change his or her name on the University’s formal record is required to provide in
person an original copy of one of the following forms of identification showing the new name before
the change may be made:
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A valid passport;
A valid photographic driving licence;
A marriage certificate;
Formal notification of divorce; or
Formal deed poll notification.
The University does not change the formal record as indicated on the student records data base if
satisfactory evidence of a legal change of name is not provided.
A student wishing to record a preferred name alongside their legal name on the student records
database for use in class-lists and other more informal communication records, should make a
request to the Registry. As long as the preferred name is not offensive or derogatory, it will usually be
permitted.
This process outlines a fair process whereby students are provided with the opportunity to update,
add to or amend university records in instances of legal name changes or through the provision of a
preferred name.
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.
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?
The policy allows all students, irrespective of any protected characteristics, to request alteration to
their details on the student records database, but any detrimental effect on persons with any particular
protected characteristic identified by monitoring or complaint 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?
Individuals undergoing gender reassignment will be able to request that a preferred name be
recorded on the student records database so that it is used in class-lists and on the students e-mail
account, along with other more informal methods of communication.
With correct legal documentation, students undergoing gender reassignment will also be able to
request a change to the legal name recorded on their student record.
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
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Q10. Have you identified any ways in which the policy does, or could advance equality or
foster good relations between different groups of people?
This process allows for students wishing to record a preferred name, including individuals undergoing
gender reassignment, to do so in a way that does not cause undue attention from other individuals
that might result in distress through the stigma surrounding their reasoning.
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
Student Names Policy
Should this EIA be referred on to the Equality
and Diversity Committee for further
consideration?
No
If no, what recommendations, if any, should
be made to the Policy-holding
Department/Section?
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 wish to record a
different or preferred name on the student
records data base and the outcome of their
application to do so.
2) If the numbers of students not given
permission to record a different or preferred
name on the student records data base is
significantly high to warrant concern,
consideration should be given to undertaking
analysis of them by protected characteristic.
Date:
12 July 2013
Signed
Karen Bush, Equality and Diversity Manager
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