Unapproved Minutes
UNIVERSITY OF ESSEX
EQUALITY AND DIVERSITY COMMITTEE
Tuesday 13 November 2012
2.00 pm
Room 5S.4.11
MINUTES
Chair
Present
Secretary
In attendance
Ms Judith Judd
Ms Karen Bush, Mrs Sue Endean, Ms Rachel Fletcher, Prof Anthony Forster, Ms Angela
Jones, Mr Colin McAuley, Prof Peter Patrick, Dr David Pevalin, Dr Alison Rowlands, Miss
Jovanna Yiouselli
Mrs Karen Stephenson
Ms Hannah Lamb, Ms Marianne Provan
APOLOGIES
Noted
The Chair noted that apologies had been received from Ms Rachel Earle, Mr
Richard Stock, Mr Tyron Wilson and Mr John Wakeman
Membership and Terms of Reference (M. 51/12) (Paper EADC/12/16)
Approved
The revised Terms of Reference were approved
MINUTES OF THE MEETING HELD ON 10 MAY 2012
Approved
MATTERS ARISING FROM THE MINUTES
Mediation Service (M.41/2)
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Reported
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Mrs Endean reported that the University is working with GLEAMED (Greater
London and East Anglia Mediation Service) to pilot an accredited mediation
course. Six members of the HR Section and two members of staff from the
Academic Section are taking part. It is expected that following successful
completion of the course, these mediators will join the UCEA register to form a
pool of mediators across several institutions. Being a part of this register will
mean that the University will be able to draw from this pool of expertise when
appropriate. If successful, it is possible that this model could be extended to
provide a mediation service for students in the future.
Athena Swan (M.45/12) (Paper EADC/12/17)
Reported
Ms Bush reported that the data collection exercise is complete, and work is
underway to present the information graphically. The Athena SWAN Steering
Group has agreed that, due to the amount of work required to put together an
application, the University should make its application for a Bronze Award in
April 2013 rather than in November 2012 as previously agreed. To assist it in
making its application, the University has recently joined the Athena SWAN
Eastern Region Network to share ideas, experiences and best practice with
other universities. In addition evidence of gender-specific initiatives across all
faculties is being sought with a view to assessing the viability of mirroring them
in the Faculty of Science and Engineering e.g. EBS has a Women’s Network for
both staff and students. The next stage is to look at qualitative data at
departmental level.
Noted
The Vice Chancellor is keen to encourage this work and is of the view that the
University should seek to apply this methodology to other areas of the
University, in addition to Science and Engineering, as it chimes with the
University’s values. He would like to be consulted about ‘rolling’ out this
methodology.
Student Statistics working group (M47/12) (Paper EADC/12/18)
Reported
Ms Bush presented a draft new pro-forma for the collection, reporting and
monitoring of equality-related student information together with a flowchart on
its implementation. A gap analysis on this data was carried out using ECU
guidance which identified that the main omissions in terms of the student-
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related information received by EADC related to progression and outcomes.
After discussion it was decided to trial the pro-forma for the February 2013 data
collection exercise and to obtain feedback from users on the use of the proforma.
Noted
Ms Bush highlighted the difficulties the working group had in coming up with an
effective follow-up process given that the University currently has no senior
person with responsibility for equality and diversity.
Agreed
The Vice Chancellor recommended that if EADC identified any issues as a
result of considering this information, these should be followed-up by USG.
Recommended
It was recommended that a member of the Senior Management team has
responsibility for equality and diversity at institutional level.
Noted
It was pointed out that the Student Retention officer would be sending
information to USG and that duplication should be avoided.
Action
The pro-forma should be used for the next data collection exercise in February
2013.
REF Code of Practice (M.69/12)
Reported
Ms Bush informed the meeting that the University’s Code of Practice on the REF
was not approved by HEFCE in the first round, because it did not contain
sufficient detail as to how the Code would be communicated to staff. The Code
was subsequently re-drafted to include more detail about communication and resubmitted to HEFCE for approval.
Noted
Prof Patrick pointed out that one of the reasons stated on the Equality Impact
Assessment carried out on the REF Code of Practice as to why a
disproportionate number of BME staff may not be submitted to the REF, was that
it ‘may be because English is not their first language’. He urged caution with
regard to this theory which would require further investigation in order to
substantiate it.
Action
Ms Bush to report back at the next meeting with regard to HEFCE approval of
the University’s Code of Practice on the REF.
Caring Responsibilities Project (Paper EADC/12/19)
Reported
Ms Bush presented the Executive Summary of the University’s full Caring
Responsibilities report and the meeting discussed its recommendations which
were broken down in two groups; staff and students.
Agreed
It was decided that all of the recommendations should be considered, but three
main headline priorities for each category, staff and students, should be
identified and looked at in the immediate future and that the others could be
dealt with over a period of time.
Noted
Ms Bush reported that the NUS have invited the University to take part in their
research project looking at the issues around students with adult caring
responsibilities and that Hannah Lamb, Project Officer for students, would be
joining the Steering Group for this project.
Action
Ms Bush to prioritise the three main priorities for both staff and students, from
the Caring Responsibilities Project report and relay them to the Committee at the
next meeting.
Pregnancy Policy and associated EIA (Paper EADC/12/20)
Reported
Ms Jones thanked Hannah Lamb for her work in drafting the Pregnancy Policy.
The meeting discussed the issue of who will take responsibility within
departments for the care of students during pregnancy and maternity. Prof
Patrick pointed out that at present, designated staff within departments have
responsibility for pastoral care of students. They would need additional training
to enable them to support students during pregnancy and maternity. It was
suggested that DDLO’s could take on the role. The question was then raised as
to whether the responsibility should lie with departments or centrally.
Noted
The Vice Chancellor pointed out that anyone supporting a student during
pregnancy and maternity would need quite a sophisticated understanding of the
term ‘reasonable adjustments’. He also pointed out that the meaning of
‘flexibility’ in the report was ambiguous. He suggested that someone would
have to take institutional responsibility for decisions.
Agreed
The meeting agreed that there should be a central institutional point of
responsibility and that it could lie with the Deans.
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Noted
The proposed policy for students is more comprehensive than the policy the
University currently has in place for staff and consideration should be given as
to whether some of the detail contained within the proposed student policy could
be added to the policy for staff.
Reported
Ms Bush pointed out that the Policy would need to be amended with regard to
the availability of the Parent and Baby/First Aid room. This facility has been
removed due to strategic space requirements, despite two letters being sent the
Space Management Group outlining the need for this facility and the University’s
legal obligations under both equality and health and safety legislation. Ms Bush
reported that since its removal, there have been seven requests for its use as a
parent and baby facility and four cases during Freshers’ arrivals day when it was
needed as a First Aid resource. Ms Jones also pointed out that she has had a
request from a disabled student who needs a quiet space with a bed to lie down
on for half-an-hour each day.
Noted
Ms Provan pointed there was the possibility of using an existing Students’ Union
First Aid space as a temporary solution. However, resources would be needed
to adapt it.
Noted
The Vice Chancellor asked Mrs Endean to contact Prof Jules Pretty directly to
try to resolve this issue and to report back to him.
Action
Mrs Endean to contact Jules Pretty with regard to acquiring space for the Parent
and Baby/First Aid Room.
Action
Mrs Endean to compare the University’s maternity policy for staff with the
proposed policy for students with a view to incorporating some of the more
detailed information contained within the student policy into the policy for staff.
Action
Ms Jones to incorporate the changes regarding the Parent and Baby room into
the Policy for students.
Action
Ms Jones and Ms Fletcher to refine the policy for students taking into account
the comments made.
Multi-Faith Chaplaincy Centre Review (Paper EADC/12/21)
Noted
Ms Fletcher explained that this review came about because of a need to review
management arrangements for the MFCC as this had not been done since 1991
when the current arrangements were introduced. A particular issue that arose
was how MFCC religious representatives and advisers should be ‘indentified’ as
this has implications for their eligibility to obtain a staff card, for example, which
in turn enables them to register for reduced-rate parking and gives access to the
Library. EADC were also asked for their view on the proposal that a
representative of the MFCC should be invited to attend EADC meetings.
Agreed
The Committee agreed that a representative of the MFCC should be invited to
attend EADC meetings in future.
Noted
It was suggested that the ‘name’ Multi-Faith Chaplaincy Visiting Fellow could be
used to identify MFCC religious representatives and advisers for the purpose of
issuing them with a staff card, although ISS should be consulted on this issue
before proceeding.
Action
Mrs Endean and Ms Fletcher to liaise with regard to finding the best way for
MFCC religious representatives and advisers to obtain staff cards and consult
with ISS as part of that process.
Action
Ms Fletcher to inform EADC of the name of the nominated person to represent
the MFCC at EADC meetings.
Equality Impact Reviews and Assessments
Noted
Ms Bush gave an overview of the University’s existing processes for assessing
the impact on equality of its policies and procedures.
10 (a) EIR on Annual Review Procedures for Academic and Research staff (Paper EADC12/22)
Noted
The Committee had no comments to make and no further follow-up by EADC
was requested.
10 (b) EIA on Student Admissions 2008-09, second progress report (Paper EADC/12/23)
Noted
The Undergraduate and Graduate Admissions policies have been developed but
there has been some delay in publishing them online. There is no requirement
for any further follow-up to this EIA. Equality-related admissions information will
be presented to EADC in February using the new trial pro-forma.
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10 (c) Recommendation for EIR/EIA follow-up procedure (Paper EADC/12/24)
Noted
Ms Bush outlined a proposal for a new process to ensure appropriate ongoing
follow-up of EIRs and EIA’s is carried out.
Agreed
The process should be adopted with immediate effect.
Completed EIA’s, May to October 2012 (Paper EADC/12/25)
Noted
Ms Fletcher pointed out that there are many procedures, processes and policies
that need EIA’s, which is very time-consuming.
Noted
Ms Bush replied that when EIA’s became compulsory, some institutions hired
staff specifically to conduct them. The ideal is that equality considerations are
an integral part of policy development and it was agreed that if the University
was going to achieve this ideal it was necessary for responsibility to be taken at
the highest level.
Agreed
After a short discussion about the policy on the temporary restriction on student
parking policy, the meeting decided that an EIA should be conducted on the
University’s Car Parking Policy as there are ongoing issues around disability and
those students and staff with caring responsibilities.
Action
Ms Bush will contact the University’s Transport Policy Co-ordinator with regard
to conducting an EIA on the University’s Car Parking Policy.
Any other business
Noted
Ms Jones asked why student statistics collected do not cover all the protected
characteristics. Ms Bush replied that the University is currently only collecting
the data that is required by the Higher Education Statistics Agency (HESA)
Noted
Prof Patrick pointed out that UCU is encouraging its members to disclose
disability and Ms Bush also asked if Prof Patrick could encourage UCU
members to complete the Staff Survey.
Noted
Mrs Endean stated that after the Staff Survey has closed and the initial report
from Capita, the survey provider, has been received the University has the
option of requesting a specific equality and diversity report in order to obtain
more detailed information about the results from an equality perspective. EADC
will be made aware of any issues relating to equality arising from the survey
Date of next meeting
Tuesday 5 February 2013, Room 5S.4.11 at 2.00 pm.
Karen Stephenson/Karen Bush
December 2012
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