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
Sickness Absence Management – Policy and
Procedure
Web address of policy
Not yet available
Policy-holding Department/Section
Human Resources
Is this a new or existing policy?
New
Date assessment completed
18 March 2013
Name and job title of person completing pro-forma
Katherine Parker, HR Officer
Q1. What is the purpose of the policy? Please explain in no more than 50 words.
To ensure that sickness absence is managed in a consistent, sympathetic manner in accordance with
the agreed standards, and with the intention of supporting staff back into work at the earliest
opportunity.
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. The policy applies to all members of staff employed by the University at all grades.
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.
Yes – Normally decisions will be made by the Line Manager/Head of Department/Section in
conjunction with the HR Link.
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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?
Decisions relating to short-term absence are based on absence “triggers,” which are made clear in
the policy (10 days or 4 occasions of absence within a rolling 12 month period). If absence does not
improve after an informal discussion the capability procedure will apply.
The procedure for managing long-term absence is detailed in the policy. There is emphasis on good
communication and managing expectations. At each stage the individual is given an opportunity to
present their own views and be accompanied. The HR Link will be present at each stage to advise the
manager on the application of the policy.
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 decision makers are required to complete the E&D online training programme. There will also be
training on the absence management policy. The training makes reference to the Equality Act,
specifically in relation to disability and reasonable adjustments.
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.
Occupational Health will help identify those with a disability (as defined in the Equality Act). The E&D
team also have a record of the reasonable adjustments that have been paid for out of their budget.
Reports on sickness absence can be obtained from iTrent.
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?
There is a possible negative impact on those with a disability as they may have a higher level of
absence. However, there are a number of actions that can be taken in line with the policy that will help
to reduce this impact including the availability of Occupational Health to advise on reasonable
adjustments.
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.
Not applicable as this is a new policy.
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.
On-going training that is available through learning and development.
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.
Yes. Each area currently has its own policy and practices and the introduction of this University wide
policy will mean there is greater consistency across the University. The policy emphasises the need
for good communication, which can help maintain positive relationships with those who are off sick.
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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
Sickness Absence Management – Policy and
Procedure
Should this EIA be referred on to the Equality
and Diversity Committee for further
consideration?
No referral necessary
If no, what recommendations, if any, should
be made to the Policy-holding
Department/Section?
1. Reports on sickness absence should be
obtained from iTrent at least annually and used
to identify any areas of concern with regard to
any of the protected characteristics.
2. Any identified negative impact on groups of
staff with a particular protected characteristic
should be investigated to ensure appropriate
support is being provided.
Date:
19 March 2013
Signed
Karen Bush, Equality and Diversity Manager
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