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
Is this a new or existing policy?
Date assessment completed
Name and job title of person completing proforma
Timetabling Policy http://www2.essex.ac.uk/academic/offices/tt/index.htm
Systems Administration
Academic Section
Existing
10/04/2013
Adam Atkins
Academic Section Project Assistant
Q1.
What is the purpose of the policy?
The Timetabling Policy sets out the University’s policy, procedures and responsibilities in respect of:
 t he preparation and production of the University’s teaching timetable;
 the provision of facilities to support teaching;
 the booking of centrally-managed teaching rooms for non-teaching events.
Ultimately, it provides a framework to support all staff with a role in the preparation and production of the teaching timetable.
Q2 . Does the policy involve, or have consequences for, the people the University serves and employs?
Yes. The policy outlines the responsibilities of University staff in the organisation and implementation of teaching timetables. The policy is in place to ensure:
 the delivery of high quality learning and teaching to students at the University.
 that students are taught in the most appropriate teaching accommodation.
 that teaching facilities meet the needs of teaching staff.
 the University’s teaching space and resources are used most effectively.
 efficient and effective management of teaching timetabling and room bookings.
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If staff do not follow the framework outlined in the policy, they will be unable to provide the service outlined above.
The policy also outlines the responsibilities of the University’s students in terms of notifying the relevant staff of circumstances that require attention.
Q3 . Does the policy require decisions to be made in relation to individuals or groups of individuals?
The policy outlines the circumstances where students will be permitted to request changes to their timetables. These decisions are made by the relevant department or school.
Q4. What is the decision-making process and is it fair and transparent?
Where a student is allocated to a specific class or lecture, but is genuinely unable to attend, they should contact their school or department. Students may be required to provide evidence of the reason(s) to request a class or lecture change. Change requests must be submitted to the relevant department or school by the end of week 3 for the autumn term and week 18 for the spring term.
Requests submitted after this date will not normally be considered.
The policy provides some examples of valid reasons that are usually accepted when students request a change to their timetable and also states that although the University will make every effort to accommodate the needs of the student; in some circumstances it may not be possible.
This process marks a fair procedure where students can notify their departments of other commitments and submit a request for a change to their timetable. The policy also signposts students to the department of Student Support, in situations where changes are not possible.
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?
Students with disabilities are encouraged to disclose their disability to the department of Student
Support. From there, Student Support staff are required to notify the Central Timetable Office of the following:
 the names of students who require a Personal Emergency Evacuation Plan so that health and safety requirements can be considered when timetabling.
 liaison with the CTO over the individual needs of students to make reasonable adjustments as appropriate.
These requirements, outlined in the policy, provide a procedure where students with disabilities can be accommodated in line with the equality Act 2010. Student Support makes every effort possible to promote their services and encourage disclosure from all students with disabilities.
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?
This policy provides a process where students with disabilities can have provisions in place that better meet their individual requirements in terms of their timetables. These requirements will be provided in line with the Equality Act 2010.
The policy also offers an opportunity for students with childcare responsibilities (and other caring
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responsibilities) to request changes to their timetable.
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 demo nstrates the University’s understanding for the need to accommodate the needs of individuals whose situations might warrant greater consideration in terms of the University’s requirement that all full-time students are expected to be available at any time during the teaching week. These considerations include individuals with childcare and/or other caring responsibilities along with individuals with disabilities. These considerations prevent these groups of individuals being at a disadvantage as a result of factors outside of their control.
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:
 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
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?
Date:
Signed
Timetabling Policy
No
None
12 July 2013
Karen Bush, Equality and Diversity Manager
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