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
Undergraduate Research Opportunities
Programme (UROP)
www.essex.ac.uk/urop
Policy-holding Department/Section
Learning and Development (HR)
Is this a new or existing policy?
New
Date assessment completed
1st October 2013
Name and job title of person completing pro-forma
Carol Jaensch
UROP coordinator
Q1. What is the purpose of the policy? Please explain in no more than 50 words.
To provide a bursary-funded scheme for Essex undergraduates in all departments, in the middle
study years and on track to receive a 2:1. They will work alongside established academics and learn
what being a researcher really means. The placement is a maximum of 200 hours, (during vacation
breaks or term-time) and the bursary is a maximum of £1,370 each.
Q2. Does the policy involve, or have consequences for, the people the University serves and
employs? Please answer Yes or No. If yes, please describe all those affected. If No, there is no need
to answer any further questions.
YES:
a) Academic staff will act as supervisors to the UROP students, and will be sharing their own
research skills and knowledge with the students.
b) The undergraduate students who will take the placements.
Q3. Does the policy require decisions to be made in relation to individuals or groups of
individuals? Please answer Yes or No. If Yes, please identify the responsible person(s) e.g. Human
Resources Manager.
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YES:
a) At Faculty level, the Executive Deans (see below Q4)
b) At departmental level, HoDs (see below Q4).
c) Student selection via UROP panel with rotational membership comprising the relevant Deputy
Dean Education, Undergraduate Director and Director of Research or nominees (see below
Q4).
Q4. What is the decision-making process and is it fair and transparent? E.g. if the decision
relates to determining whether an academic offence has been committed, what is the decision based
on and how are individuals made aware of this?
a) Each Faculty will receive 10 placements in 2013/14, (in 2014/15 this will rise to 20 each, and the
following year to 30 each). At the Faculty level, the Executive Dean will allocate the 10 placements to
HoDs (using whatever process they deem appropriate (i.e. research-heavy departments or equal
division, etc.).
b) HoDs who have received an allocation of placements will then allocate to staff (again, via whatever
process they deem appropriate i.e. new research staff, etc.)
c) Processes for approval of student applications will be managed through a UROP Panel with
rotational membership comprising the relevant Deputy Dean Education, Undergraduate Director and
Director of Research or nominees. Decisions will be based upon the gains for students (i.e. high
impact learning opportunity in terms of research skills). Recruitment and training of students will be
managed by the supervisor or a nominated role-holder.
Q5. Please give details of what equality training is/will be provided for decision makers? If the
decision-maker(s) has not had any equality training, s/he should be encouraged to complete the
University’s equality and diversity online training programme.
Training is important because it identifies the implications of not complying with legislation and
outlines the benefits of doing so.
All academic staff will have completed the Equality and Diversity online training modules.
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? You can get support and
guidance from Equality and Diversity on equality monitoring by emailing diversity@essex.ac.uk.
All students (in the middle years of their UG degree course and who are on target for a 2:1) will be
considered for the UROP bursaries. There are no restrictions to list shown above [as the bursary is
not considered to be paid employment, international students may freely apply].
Q7. Referring to Q6 above, have you identified any positive or negative impact on any group of
people who share a protected characteristic? E.g. the policy means that some groups of people
are charged for a service and others aren’t. Please answer Yes or No. If yes, what, if anything, has
been/will be done about this?
Q8. Have there been any complaints or issues raised about the policy in relation to its effect
on people who share a protected characteristic? Please answer Yes or No. If yes, please expand.
Q9. Are there any (further) measures that could be taken to continue to ensure the policy is
neither directly nor indirectly discriminatory? e.g. additional data collection/monitoring or
training. Please answer Yes or No. If yes, please expand.
Q10. Have you identified any ways in which the policy does, or could advance equality or
foster good relations between different groups of people? Please answer Yes or No. If yes,
please expand.
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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
Undergraduate Research Opportunities
Programme (UROP)
No.
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?
1) Consideration should be given to keeping a
record of all applicants for a UROP bursary by
protected characteristic.
2) Consideration should be given to keeping a
record of all successful applicants by protected
characteristic and comparing to the overall profile
of applicants.
3) If, as a result of monitoring applicants, any
trend emerges that may indicate a group of
students with a particular protected characteristic
are under-represented, for example,
consideration is given as to what action could be
taken to encourage students with that protected
characteristic to apply.
4) Consideration should be given to applications
being anonymised prior to consideration by the
UROP Panel in order to mitigate against any
unconscious bias and ensure the bursaries are
awarded fairly.
Date:
3 October 2013
Signed
Karen Bush, Equality and Diversity Manager
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