EQUALITY AND DIVERSITY POLICY Title of policy Equality and Diversity Policy Policy version number HR15/02 Status Ratified Policy author Human Resources Department Policy contact Assistant Director of HR – Workforce Development HR Policy Sub-Group Negotiated through Accountable director Approved by: Director of Organisational Development and Human Resources Executive Ratified by Joint Staff Committee Date of ratification and implementation: Review date: 24th February 2010 Equality impact assessment completed and impact Document location Yes and Neutral Impact Distribution and dissemination All employees via intranet Principal target audience All employees Responsibility for dissemination of policy to new employees NHSLA/ Care Quality Commission/ALE impact All line managers 24th February 2015 Trust Intranet CQC Standards-C7E Care Quality Commission (CQC) LITERATURE SEARCH AND EVALUATION NHSLA Standards CIPD Search XpertHR Search to locate good practice ACAS Code of Practice Search REVISION HISTORY – DOCUMENT CONTROL Version Date 01 5 October 1999 02 24th February 2010 Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 Summary of Changes New policy for newly merged Trust Incorporating new legislative requirement. 1 RATIFICATION HISTORY Ratifying body Date of Ratification Joint Staff Committee 5 October 1999 Joint Staff Committee 24th February 2010 Version 01 02 This policy has been ratified by Barnet and Chase Farm Hospitals Joint Staff side Committee and Risk Committee. Circumstances may arise or there may be a change in guidance or legislation that requires the policy to be updated between now and the review date. The responsibility to ensure the policy review process is activated lies with the Board Secretary. All policies remain in force until notification of an amended policy is circulated and posted on the Trust intranet. MONITORING THE EFFECTIVENESS OF POLICY IMPLEMENTATION Key Performance Indicators: Employee Relations and Equality Report Date of Audit Report: December 2011 Location of Audit Report: Human Resources Report BARNET AND CHASE FARM HOSPITALS NHS TRUST EQUALITY AND DIVERSITY POLICY APPROVED ON WEDNESDAY 24TH FEBRUARY 2010 Signed on behalf of the Trust Director of OD and HR Raj Chana Signed on behalf of the Joint Staff Side Chair of Staff Side Noeleen Behan Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 2 1. INTRODUCTION Equal opportunities in the workplace is about ensuring that everyone has equal access to employment and training opportunities and it has largely been driven by legislative developments focusing in outlawing unfair discrimination. Managing equality and diversity is regarded as a more positive or proactive approach because it places more of an emphasis on valuing differences between individuals and recognising that the engagement of employees from a range of backgrounds can bring positive benefits for an organisation. 1.1 TRUST COMMITMENT The Trust is committed to providing equal opportunities and avoiding unlawful discrimination in employment of staff and provision of services to our patients. This will ensure that the Trust is free of discrimination, harassment and bullying and everyone is treated with dignity and respect. 1.2 The Trust‘s Single Equality Scheme sets out a three year action plan of how the following equality strands will be promoted and embedded in the way we provide services and manage staff. The equality and diversity legislation currently covers the eight equality and diversity strands outlined below: Age Carers Disability Gender Human Rights Race Religion or belief Sexual orientation For further details please see Appendix 1-Laws relating to this policy. 2. PURPOSE 2.1 Barnet and Chase Farm Hospitals NHS Trust is an Equal Opportunities employer and is committed to the elimination of unlawful discrimination and the implementation of employment practices which will ensure that no potential or current employee is treated less favourably on the grounds of gender, sexual orientation, age, marital status, race, nationality, ethnic origin, colour, religion or belief or any other grounds, which cannot be justified. 2.2 The Trusts aims to ensure that no employee (that includes permanent employees, bank employees, part time workers, agency workers or Fixed Term contracts [FTC] employees), prospective employee or recipient of the service experiences direct or indirect discrimination. It is our policy to promote an environment free from discrimination, harassment and victimisation, and to build a culture that is open, fair and transparent. 2.3 The objectives of this policy are: Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 3 2.31. To ensure that no-one receives less favourable treatment, on grounds of gender, sexual orientation, marital status, race, nationality, ethnic origin, colour, religion or belief, disability or is disadvantaged by any conditions, requirements, provisions, criteria, procedure or practices that cannot be justified. 2.3.2 To ensure that no employee is victimised for taking action against discrimination or harassment, or instructed or put under pressure to discriminate against , or harass someone. 2.3.3 To ensure that the Trust is free of unwanted conduct that violates the dignity of employee or creates an intimidating, hostile, degrading, offensive or humiliating environment. 2.3.4 To ensure that opportunities for employment, training and promotion open to candidates from all employees/applicants. is equally 2.3.5 To ensure that selection for employment, promotion, transfer and training, and access to benefits, facilities and services, will be fair, equitable and be based solely on merit or needs. 2.4 The Trust is fully committed to establishing and maintaining a working environment in which recruitment and promotion is based upon merit. We value the differences that a diverse workforce brings to the organisation and strive to make full use of the talents, skills, experience and different cultural perspectives available in a multi-ethnic society, and where people feel they are respected and valued, and can achieve their potential in both employment and service provision. 3. PRINCIPLES 3.1 The Trust aims to ensure that no employee, prospective employee or recipient of the service experiences direct or indirect discrimination on grounds of gender, sexual orientation, age, marital status, disability, ethnic origin, colour, religion, dependent responsibility or any other unjustified conditions. 3.2 The Trust sees the general benefit for service quality and patient care, in employing, developing and retaining people who reflect the broad cultural diversity of our community. 3.3 Policies, procedures and practices will be in accordance with all equal opportunities legislation and good employment practice. 3.4 The Trust will take action to challenge and stop any direct and indirect acts of discrimination in employment requirements and practices. 3.5 Access to Trust’s management, treatment under policies, procedures and guidelines, and opportunities to develop abilities and realise expectations will be fair and non-discriminatory across the Trust. 3.6 The Trust will monitor this policy by annual report to the Board and work in partnership with Staff Side. The Single Equality Scheme will cover the eight equality and diversity strands outlined below: Age Carers Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 4 Disability Gender Human Rights Race Religion or Belief Sexual orientation. The following areas will be of primary concern to the Trust: Recruitment, selection and retention; Training and development; Career progression-promotion and transfers; Employee Relations information i.e. Disciplinary, Grievances, Bullying and Harassment, Capability cases; Redundancy selection and redeployment. 3.7 All employees will be encouraged to develop their skills and qualifications and to take advantage of promotion and development opportunities in the Trust. 3.8 In addition, the Trust expects its employees, contractors, to act in accordance with this policy. The Trust also emphasises that employees have a right to expect similar fair and non-discriminatory treatment from patients, contractors, users, carers, and members of the general public. 3.9 All employees will have access to training and development with KSF support following appraisals and review of personal development plan with their line manager. 3.10 Information on the age, gender, ethnicity and disability status of employee and applicants for employment, promotions and training will be collated and analysed and monitored by the Trust. The information will be held in the strictest confidence and will only be used to promote equality of opportunity and prevent unlawful discrimination. 3.11 If the data show that people from particular groups are under-represented in particular areas of work, lawful positive action such as training provided for employees and to improve their chances of applying successfully for vacancies in the Trust. 3.12 Opportunities for employment and promotions will be advertised widely externally and all applicants will be welcomed. Transfers, secondments and training will be advertised internally. 3.13 Requirements, conditions, provisions, criteria and practices will be reviewed regularly, in the light of the monitoring results, and revising, if they have been found to, or might, discriminate unlawfully. 3.14 All Contracts between Barnet and Chase Farm Hospitals NHS Trust and contractors to supply goods, materials or services will include a clause prohibiting unlawful discrimination or harassment by contractors to provide equality of opportunity in their employment practices. 3.15 The advice of the Human Resources Department will be sought in any matters relating to equal opportunities in employment. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 5 4. SCOPE 4.1 This policy applies to all employees working for Barnet and Chase Farm Hospitals NHS Trust. The Trust will ensure that no user of the service, i.e. present employees or job applicant, receives less favourable treatment on the grounds of: Gender and Gender Identity Marital status Civil Partnerships Parental/Guardian/Carer Status Race Creed Religion or Belief Physical, Mental or learning Disability Age Sexual Orientation Trade Union Membership, or non-Membership, or Activity 5. EQUALITY AND DIVERSITY VALUE STATEMENT 5.1 Equality Equality is about creating a fairer society where everyone can participate and has the opportunity to fulfil their potential. It is backed by legislation designed to address unfair discrimination based on membership of a particular group in the provision and access to service and employment. 5.2 Diversity Diversity is about recognition and valuing of difference in the broadest sense. It is about creating a working culture and practices that recognise, respect, value and harness difference for the benefit of the organisation and individuals. “We value and promote diversity” 5.3 The Trust is committed to eliminating discrimination where identified in all our functions, services, policies and practices, as well as being committed to taking positive action to promote diversity in the workplace. 5.4 All Trust employees and managers will value differences and be sensitive to the needs of the individual patient or employee, treating each other fairly. 5.5 The Trust places a positive value on employee diversity and we believe that differences in the workforce can add value to the organisation and make it stronger, more flexible and ultimately more capable of delivering high quality health care services that meet the needs of the local population. 5.6 The Trust aims to protect and enhance the dignity of employees and patients by employing good management practices. 5.7 Barnet and Chase Farm Hospitals NHS Trust aims to treat people as individuals in accordance with their personal health needs. We will not stereotype people Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 6 according to their membership of a particular group or community in our provision of care and employment. 5.8 The Trust aims to make services sensitive and appropriate to the diverse cultures, languages and individual needs of patients and work in partnership within the local health and social care economy to reduce inequalities in health. 5.9 As a provider of healthcare services, the Trust works with the Joint Staff Committee, commissioners and contractors to ensure that valuing diversity and promoting fair access are core elements of care. The Trust is committed to becoming a model employer, welcoming, valuing and learning from diversity of our employees. The Trust will address any acts of unfairness or unlawful discrimination, harassment and victimisation based on race, gender, disability, age, religion or belief and sexual orientation. 5.10 The Trust will secure the best possible outcomes for all, without detriment to particular groups within the available resources. 6. BENEFITS OF EQUALITY POLICIES 6.1 There are three main benefits of having equal opportunities/diversity policies in place: Regulatory compliance; Business benefits; The promotion of social justice. 7. BENEFITS OF DIVERSITY 7.1 Improved Employee Relations leads to: 7.2 Better service to patients 7.3 A healthier, more productive working atmosphere in which ideas can flourish; Fewer disputes amongst employees; Better staff retention; Improved morale; Greater ability to attract staff. A more diverse workforce is encouraged to use its talents to the full Better understanding of the needs of patients Organisation regarded more positively in the local communities. Healthier society Contribute to the health and well-being of society and help build a strong expanding economy Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 7 8. DUTIES AND RESPONSIBILITIES Managers Duties: 8.1 Line managers are responsible for reading the Equal Opportunities policy to familiarise themselves with the contents and create an awareness of its implications to their staff. Line managers are also responsible for ensuring that no discrimination occurs in their work and in day to day practice. 8.2 Managers and employees in key decision-making areas will be trained on the discriminatory effects that provisions, practices, requirements, conditions and criteria can have on some employees and patient groups, and the importance of being able to justify decisions to apply them. 8.3 All line managers have a responsibility for ensuring that the policy is applied effectively and fairly in their department/Wards. Through the contracting process, the Trust has a responsibility to ensure that external contractors reflect and adhere to the values expressed in this policy. 8.4 It is unlawful to discriminate against a disabled person when seeking work. All managers are advised to consider any reasonable adjustment that may be necessary whenever a disabled person seeks work with the Trust. Please see the Trust’s “Access to Work scheme-Guidance for Managers and staff on the Trust intranet. 8.5 All line managers must ensure no one suffers discrimination as a patient or employee on the basis of: Gender and Gender Identity Marital status Civil Partnerships Parental/Guardian/Carer Status Race Creed Religion or Belief Physical, Mental or learning Disability Age Sexual Orientation Trade Union Membership, or non-Membership, or Activity Employee Duties: 8.6 All employees are expected to adhere to the Trust’s Equality and Diversity Policy. 8.7 All employees will have the Knowledge and Skills Framework (KSF) Core Dimensions 6 (Equality and Diversity) in their job outlines and be set a minimum level. Staff will be trained on their responsibilities and rights under the policy, and how it will affect the way they carry out their duties. Equal Opportunities information will also be incorporated into induction and appropriate training programmes. All employees are expected to attend the Equality and Diversity training once every 3 years to update them on new legislative requirements and its implications in the workplace and service provision. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 8 8.8 All employees of the Trust are expected to: Act in ways that are in accordance with legislation, policies, procedures and good practice; Treat everyone with whom he/she comes into contact with dignity and respect; Acknowledges other people’s different perspective; Recognises and reports behaviour that undermines equality and diversity; Achieve these competencies as part of their annual appraisal. 8.9 Individual employees are responsible for the practical application of the Policy and must not practice, or induce other employees to practice, any form of discrimination against colleagues or perspective employees. Any act of wilful or persistent discrimination will be dealt with under the Trust’s Disciplinary Procedure which may lead to dismissal. Individuals of any level or staff groups have a responsibility to take action if they see or hear of discrimination by reporting this to their line manager. 8.10 Employees and their representatives and trade unions will be consulted regularly about the policy, and about related strategies and action plans. Occupational Health Duties: 8.11 Occupational Health employees have a particular responsibility to support managers in implementing the requirements of the Disability Discrimination Act, through good practice in pre-employment screening and occupational health referrals. Human Resources Duties: 8.12 The Human Resources department have a responsibility to advise managers and employees on legislation and best practices in the workplace. Patient and Service User Duties: 8.13 Patient and service users will be made aware of the policy and their right to fair and equal treatment. In addition, Trust employees have a right to expect similar fair and non-discriminatory treatment from patients, contract employees and the general public. 9. ACCOUNTABILITY 9.1 The Chief Executive is accountable for equal opportunities in both employment and service provisions, but the responsibility for employment provision is delegated to the Director of Organisational Development and Human Resources. Whilst the responsibility for service provision is delegated to all other Directors of the Trust for the day-to day operation of the policy. All line managers have a responsibility for ensuring that the policy is applied effectively and fairly in their department and Wards. 9.2 The Director of Organisational Development and Human Resources and the Director of Performance, Planning and Partnerships will report to the Executive Team and the Board, annually, on the data produced through monitoring practices. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 9 9.3 The policy will be agreed by the Trust Board, and communicated to all employees and job applicants, and will be placed in the Trust’s internet and website. 10. COMMUNICATION AND AWARENESS TRAINING 10.1 All line managers are expected to communicate the Trust’s Equality and Diversity policy to their staff. This could include for example policies that are designed to support employees affected by violence and/or harassment in the work place i.e. Harassment and Bullying Policy and Equality and Diversity Policy. All staff are expected to attend their mandatory Equality and Diversity Training once in 3 years. 10.2 Employees should also be encouraged to discuss, share ideas or raise any concerns about equality and diversity issues. Useful mechanisms to do this include: 10.3 Induction training Staff handbook summarising the policy provisions Use of leaflets/posters when appropriate Articles in staff newsletters Open-door policies operated by managers Feedback to employee on progress made on equality and diversity issues such as results of staff attitude Survey and reporting workforce profile. Encouragement to regularly talk about equality and diversity issues at team meetings Independent appraisal and development reviews Team Brief Notice Boards Intranet/Website Trust Annual Report To support employees in their understanding of Equal Opportunities and nondiscrimination, The Trust provides the following Training: Induction-New employees into the organisation. From April 2009 new employees will not be able to commence work until they have completed their induction programme. Equality in the workplace is covered during this period. Mandatory Equality and Diversity (face to face) course-This is mandatory training and needs to be completed every 3 years by all employees. The course is half day and is designed to improve awareness of the language of diversity and equal opportunities and to explain the importance of diversity. Dates and venues can be found in the Learning Curve Manual. E-learning- Within e-learning, there are two ways in which you can complete equality and diversity training: 1. CLC (core learning unit) which is accessible through HR/Training and Development pages or 2. OLC (Open Learning Centre) - CD ROMs are available to use in computers based in the OLC. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 10 11. EMPLOYEE RELATIONS CASES 11.1 The Trust is fully committed to the elimination of all forms of discrimination, harassment, victimisation and bullying at work and requires all employees to comply with the implementation of policies. The Trust accepts that these behaviours are demeaning, unprofessional and can create a threatening and intimidating work environment that affects the well being of employees and can have an adverse effect on their health and job performance. 11.2 Complaints of discrimination or harassment in the course of employment will be regarded seriously, and may result in disciplinary sanctions, and even dismissal. The complaints will be raised through the Harassment and Bullying Policy. 11.3 Grievances, disciplinary action, performance assessments and terminations of employments, for whatever reason will also be monitored by employees groups/ bands, age, gender, ethnicity and disability within the Employee Relations Equality Report. 11.4 In some cases, employees may be aware of their actions and insensitive to the effect of their actions. In such instances, mediation will be offered as an informal stage of the Disciplinary Procedure, to help them change their behaviour and prevent further incidents. 11.5 Complaints of discrimination will be dealt with sensitively and swiftly with all parties taking care to ensure confidentiality. 11.6 A member of staff may be reluctant to raise a formal complaint for a wide range if reasons. Managers are encouraged to resolve the matter swiftly and appropriately, in the interest of all parties. 11.7 A member of staff is encouraged to approach his/her immediate supervisor/manager, however where the employee feels unable to do this, an approach to a Human Resources Officer or to a Trade Union representative will be taken forward in the appropriate manner. 11.8 Complaints by applicants for employment will be investigated by the appropriate Human Resource Officer. 12. MONITORING 12.1 The Trust will monitor this policy via the Equality, Diversity and Human Rights Steering Committee. The Equality, Diversity and Human Rights Working Group, the Disability Forum, the Black, Minority Ethnic Forum and the Equality Impact Assessment Panel are forums working towards embedding Equality and Diversity in the Trust. 12.2 Action plans underpinning the Trust’s Single Equality Scheme will demonstrate progress made on a yearly basis. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 11 13. REVIEW 13.1 The Equality and Diversity Policy will be reviewed and amended in line with any changes in the employment legislation and operational needs but certainly no longer than 5 years from the time of ratification. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 12 APPENDIX 1 LAWS RELATING TO THIS POLICY: THE EQUAL PAY ACT (as amended) 1970 This Act gives an individual a right to the same contractual pay and benefits as a person of the opposite sex in the same employment, where the man and the woman are doing: like work or work related as equivalent under an analytical job evaluation study; or work that is proved to be of equal value. THE SEX DISCRIMINATION LEGISLATION The Act [as amended] 1975 (which applies to women and men of any age, including children) prohibits sex discrimination against individuals in the areas of employment, education and in the provision of goods, facilities and services and in the disposal of management of premises. GENDER EQUALITY LEGISLATION It is unlawful to discriminate in employment on the grounds of sex, marital status or gender re-assignment. Gender Equality Public Sector Duty April 2007, Part 3 of the Bill creates a duty on public authorities to promote equality of opportunity between women and men and to prohibit sex discrimination in the exercise of public functions. Public authorities will therefore have to treat men and women equally and fairly. This is referred to as the ‘gender duty’. Once the Bill receives Royal Assent regulations allowing for the creation of a Public Sector Gender Equality Duty with both general and specific duties will be laid before Parliament, after completion of consultation on the specific duties. Guidance is provided as follows: Current position Key legislation What employers must do Implications Issues Shared learning More information Current position Discrimination in employment on the grounds outlined above includes pay, terms and conditions, and when providing housing, goods, services or facilities. Sexual harassment and victimisation are also prohibited. However, it is not unlawful to discriminate against someone because they are not married. Public authorities also have a positive duty to promote gender equality. Key legislation The three primary pieces of legislation relating to sex discrimination are: Equal Pay Act (1970) - introduced the concept of equal pay for work of equal value Sex Discrimination Act (1975) - made discrimination unlawful on the grounds of sex, marital status and gender reassignment Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 13 Equality Act (2006) - introduced a positive Gender Equality Duty on public sector bodies to promote equality of opportunity between women and men and eliminate sex discrimination There are also additional pieces of legislation, orders and regulations covering maternity, paternity, adoption and carer's leave. Alongside the above, there is specific legislation and guidance covering the rights of people who have undergone gender reassignment. These are: Sex Discrimination (Gender Reassignment) Regulations 1999 - prevents sex discrimination on gender reassignment. It clarifies the law for transsexual people on equal pay and treatment in employment and training. Gender Recognition Act 2004 - provides transsexual people with legal recognition in their acquired gender following the issue of a full gender recognition certificate, by a gender recognition panel. In practical terms, legal recognition will have the effect that for example, a male-to-female transsexual person will be entitled to a new birth certificate reflecting the acquired gender and will be able to marry someone of the opposite gender to his or her acquired gender. What employers must do The gender legislation places a number of duties and responsibilities on public sector employers. For details on requirements for employers, see NHS Employer’s web pages on Equal Pay, the Gender Equality Duty and the Sex Discrimination Act. Implications The gender equality duty – combined with the existing legislation around equal pay and gender recognition issues – means that all healthcare providers must consider the different needs of women and men, when developing policies and services. Organisations must also look at their employment policies to see whether they affect women and men differently and what more they can do to ensure equality of opportunity between them. Issues There is still a significant pay gap between men and women in the UK, although this is slightly better in the public sector. In terms of part-time workers and pay, the gap widens and the differences become more marked. As the largest employer in the UK and with almost 75 per cent of employees being female, the NHS has a key role in this area. Shared learning Some examples of good practice on gender equality can be found in our shared learning web pages including: Lancashire Care NHS Foundation Trust - they developed a number of initiatives, including a City and Guilds accredited training course to raise employees awareness of sexual orientation issues The Royal Liverpool and Broadgreen University Hospitals NHS Trust - they established an LGBT employee network and made a commitment to becoming Stonewall champions NHS Sefton and Sefton Equalities Partnership - addressing transgender through creative recruitment practices More information For general guidance see: NHS Employers - advice and guidance to boards on managing equal pay claims Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 14 NHS Employers - summary of the key issues that organisations should consider through organisational change to deliver on equality and diversity. Cabinet Office - a job evaluation good practice guide 2007 Government Equalities Office - a factsheet on tackling the gender pay gap ACAS - guidance and tools for employers and employee on the gender pay gap For full details of specific legislation on gender see the Office of Public Sector Information. CIVIL PARTNERSHIP LEGISLATION The Civil Partnership Act 2004 creates a legal relationship of civil partnership, which two people of the same-sex can form by signing a registration document. It also provides same-sex couples who form a civil partnership with parity of treatment in a wide range of legal matters with those opposite-sex couples who enter into a civil marriage. SEXUAL ORIENTATION LEGISLATION The Employment Equality (Sexual Orientation) Regulations 2003 outlaw discrimination (direct, indirect, harassment and victimisation) in employment and vocational training on the grounds of sexual orientation. The regulations apply to discrimination on grounds of orientation towards persons of the same sex (lesbians and gay men) and the same and opposite sex (bisexual) Guidance is provided as follows: Current position Key legislation What employers must do Implications Issues Shared learning More information Current position In addition to discrimination in employment, it is also unlawful to discriminate on these grounds in the provision of goods, facilities and services, in education and the provision of public services. Key legislation The Employment Equality (Sexual Orientation) Regulations 2003 (SI 2003/1661) - these apply across England, Scotland and Wales. The Employment Equality (Sexual Orientation) Regulations (Northern Ireland) 2003 (SR 2003/497) - these apply across Northern Ireland. The Employment Equality (Sexual Orientation) (Amendment) Regulations 2003 (SI 2003/2827) The Equality Act (Sexual Orientation) Regulations 2007 (SI 2007/1263) covering areas outside pure employment law The 2003 Regulations - introduced to implement the sexual orientation aspects of EC General Framework Directive (2000/78) - they make discrimination on the grounds of sexual orientation unlawful. Civil Partnerships Act 2004 (see below for more details) What employers must do Introduce inclusive language on recruitment forms and materials and encourage advertising of vacancies in lesbian, gay and other non-mainstream press. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 15 Review policies on equal opportunities, recruitment and selection, and training and development, to ensure they explicitly refer to this aspect of equality (e.g. by using the term partner rather than spouse). Impact assess and review policies to ensure compliance – particularly carers leave, annual leave policies and special leave and bereavement policies. Introducing monitoring of sexual orientation in all policies where there might be a possibility of legal challenge. Ensure that outcomes of harassment and bullying disciplinary and employment tribunals are monitored by sexual orientation. Monitor sexual orientation in exit interviews and use them to identify common themes or ‘hot spots’ of discrimination. Ensure that information on sexual orientation is included in staff attitude surveys. Implications The NHS employs around 1.3 million people. It is estimated that six per cent of the UK population is LGB, it is therefore likely that 156,000 employees working for the NHS are lesbian, gay or bisexual. Issues The Department of Health commissioned Stonewall to undertake a project to identify the key barriers to reporting of homophobia against health and social care employees. Stonewall's report, 'Being the gay one: Experiences of lesbian, gay and bisexual people working in the health and social care sector', was published in June 2007 and includes a series of recommendations to the Department for overcoming these barriers. Shared learning Some examples of good practice on sexual orientation equality can be found in our shared learning web pages including: A ten point action plan - developed jointly with Stonewall to support trusts meeting their legal duties in a work environment which is free from discrimination and harassment. Lancashire Care NHS Foundation Trust - addressing sexual orientation through accreditation, partnership working and training. Royal Liverpool and Broadgreen University Hospitals NHS Trust - developing a business case for a lesbian, gay, bi-sexual and transgender (LGBT) employee network. More information Office of Public Sector Information - more details on the Employment Equality (Sexual Orientation) Regulations 2000 Bisexual People in the Workplace - a Stonewall guide that has practical advice for employers RACE LEGISLATION The Race Relations Act 1976 (amended in 2000), makes it unlawful to treat a person less favourably on racial grounds, covers grounds of race, colour, nationality (including citizenship) and national or ethnic origin. The Race Relations (Amendment) Act outlawed discrimination (direct and indirect) and victimisation in all public authority functions not previously covered by the RRA, with only limited exceptions. It also placed a general duty on specified public authorities to promote race equality and good race relations. There are specific duties for listed organisations including the production of Race Equality Schemes. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 16 Guidance is provided as follows: Current position Key legislation What employers must do Implications Issues Shared learning More information Current position The Race Relations (Amendment) Act 2001 extended the scope of the Race Relations Act, placing a duty on trusts to promote racial equality: General duty - have due regard to the need to eliminate unlawful racial discrimination and to promote equality of opportunity, and good race relations between people of different racial groups Specific duties - a new definition of indirect discrimination. In addition to the existing ‘formal’ practices, more informal practices are covered and increases the scope for claims of indirect discrimination. More specifically for employers: Shift of the burden of proof – now when a claimant establishes a prima facie case of racial discrimination or harassment the tribunal or court will uphold the complaint in the absence of a satisfactory explanation A widening of the application of ‘general occupational requirement’ where it is applied appropriately Extension of rights to cover relationships that have come to an end – e.g. where an employer provides an unfair reference for an ex-employee that is racially motivated Key legislation The Human Rights Act 1998 The Race Relations Act 1976 Race Relations Act 1976 (Amendment) Regulations 2003 The Race Relations Amendment Act 2000 What employers must do NHS trusts as public authorities have general duties in carrying out their functions and are required to: eliminate unlawful racial discrimination promote equality of opportunity and good race relations between persons of different racial groups Specific duties are also placed on trusts to help them meet the general duty. These include: having a separate race equality scheme, or as part of a single equality scheme with an annual report each year assessing which functions and policies are relevant to the general duty monitoring the negative effect of policies and services assessing and consulting on policies and proposals for adoption publishing the results of any assessments, consultation and monitoring making sure that the public have access to information and services training and briefing employees Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 17 Implications Key considerations for trusts are outlined below: Leadership and commitment – trust board and senior managers need to demonstrate a clear public commitment to tackling racial discrimination and promoting race equality Develop race equality scheme/single equality scheme – setting out the organisations arrangements/accountability and outcomes in terms of race equality Ensure impact assessments – review the impact of policies on race equality at every stage of development, using the views of employees/patients and other key stakeholders to shape policy and practice Integrate into business planning and governance – both specific and general duties are mainstreamed into all strategies and policies and performance management structures. Monitoring - having systems in place to monitor the impact of policies on employees from different racial groups taking into account in terms of employment factors e.g. employees in post, recruitment, retention, progression, receiving training etc. Consider using positive action - use data on local communities and comparable data on staffing in further education nationally, to identify and remedy disparities and possible barriers to equality of opportunity Develop support networks – these can support employees people from black minority ethnic (BME) backgrounds to meet and contribute to the working of the trust, as well as support each other Issues Research shows there is still an under representation of BME employees at the more senior levels of the NHS There is also still evidence of particular BME communities not receiving the same level of service as others As the largest employer in Europe, the NHS has a key role in addressing discrimination that is identified Case law Recent case law has centred on arms lengths bodies and the definition of ‘race’: Leeds City Council v 1) Woodhouse and 2) West North West Homes Leeds (2009) Woodhouse alleged he had been racially abused by a council staff member and claimed racial discrimination against the council and his employer West North West Homes, an arm’s-length management organisation (Almo). The council’s request that it should be excluded from the claim was rejected by the tribunal because the council’s relationship with the Almo was “extremely close”. Okonu v G4S Security Services (UK) Ltd (2009) The UK incorporated the race section of the EU framework directive into UK law by regulation (rather than act of Parliament) and regulations cannot exceed the requirements of the directive. The new regulations shifted the burden of proof to the employer, once the employee has produced evidence of discrimination. However, the directive’s definition of race is narrow – ‘racial or ethnic origin’ – compared to the UK’s which includes ‘nationality and colour’. Because the regulation cannot exceed the directive, the new burden of proof did not apply to this case because the individual had based his race discrimination claim on being a black African from Nigeria. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 18 Shared learning Some examples of good practice on race are available in our shared learning web pages including: Portsmouth Hospitals NHS Trust – the trust’s Positive Action Through Health scheme (PATH) created a positive reputation of the trust within the community, as a good employer, to encourage take up from BME groups. The Royal Free Hampstead NHS Trust - an initiative ensured that all consultant medical employees had an understanding and awareness of current equal opportunities legislation and trust policy, before participating in selection panels. Royal United Hospital Bath NHS Trust – the trust actively canvassed the views of black and minority ethnic (BME) employees to source current data and track progress against the Standards for Better Health. NHS Lincolnshire - the trust developed a employees awareness programme called ‘a Taste of Poland' to make their employees aware of how to engage with new migrant communities, to provide them with local information and understand their service needs. Royal Liverpool and Broadgreen University Hospitals NHS Trust - this trust benchmarked themselves on race and employment against other large employers in their locality to get valuable quantitative data. The trust used this to set targets on the workforce profile for certain groups as well as identify particular problems around data collection and benchmarking More information ACAS - booklet on Tackling Discrimination and Promoting Equality - Good Practice Guide for Employers Amicus - guide on Combating Racism and Achieving Race Equality at Work Towards Racial Equality – an evaluation of the public duty to promote race equality and good race relations in England and Wales (Commission for Racial Equality, 2002) Statutory code of practice on the duty to promote race equality, Commission for Racial Equality, 2002 European Commission Against Racism and Intolerance Home Office website Institute of Race Relations DISABILITY LEGISLATION Disability discrimination occurs when, for a reason related to his/her disability, a disabled person is treated less favourably than other people, and this treatment cannot be justified. It also occurs when an employer fails to comply with the duty to make a reasonable adjustment in relation to the disabled person, and the failure cannot be justified. An employer cannot justify less favourable treatment if by making a reasonable adjustment; it would remove the reason for the treatment. The Disability Discrimination Act places responsibilities on the Trust when recruiting or employing disabled people/people with disabilities. Those listed bodies within the public sector will also be subject to a specific duty of the 2005 Act. The specific duty provides a clear framework for meeting the general duty and includes the requirement to produce a Disability Equality Scheme. The Act provides people with disabilities with legal protection from discrimination in employment in obtaining goods and services and in buying property. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 19 The Act defines disability as “A physical or mental impairment which has a substantial and long term adverse affect on a persons ability to carry out normal day to day activities” Physical There is no precise definition of the word ‘physical’ but it intends to include people with physical and sensory impairments. Mental There is no precise definition of the word ‘mental’ but it intends to include people with learning, psychiatric and physiological disabilities. An impairment resulting from or consisting of a mental illness will be included but only if it is a clinically well-recognised illness. Impairment Impairment will be considered to have an adverse effect on normal day to day activities if the impairment affects one or more of the following capacities: Manual dexterity Physical co-ordination Continence Ability to lift, carry or otherwise move everyday objects Speech, hearing or eyesight Memory or ability to concentrate, learn or understand Perception of the risk of physical danger Long-term If the impairment has lasted at least 12 months The period for which it lasts can reasonably be expected to last for at least 12 months It can reasonably be expected to last for the rest of the life of the person affected. There are specific exceptions or inclusions: Exceptions Addictions to alcohol, tobacco, drugs Hayfever Deliberately acquired tattoos/body piercing Personality, sexuality or behavioural disorders e.g. Kleptomania, pyromania, psychopathic disorders, paedophilia Inclusions Individuals who have previously had a disability All Registered Disabled People qualifying as a disabled person for an initial period of 3 years When is a workplace adjustment reasonable? Employers may have to make reasonable adjustments if their employment arrangements and premises substantially disadvantage a disabled employee or a disabled job applicant, compared with a non-disabled person. When an adjustment is being considered the following factors should be taken into account: Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 20 The effectiveness of the steps in preventing the disadvantage The practicability of the steps The extent of the employers financial or other resources The financial and other costs which would be incurred by the employer in taking the step and the extent which would disrupt any of his activities. The availability to the employer of financial or other assistance with respect to taking the step. Guidance is provided as follows: Current position Key legislation What employers must do Implications Issues Shared learning More information Current position Discrimination against a disabled person in terms of their employment covers promotion opportunities, dismissals, or subjecting them to any other detriment. It is also illegal to discriminate by refusing to provide a disabled person with a service that is available to everyone else, to offer services on different terms, or to fail to make reasonable adjustments to allow access to services. Public authorities also have a positive duty to promote disability equality. Key legislation The Disability Discrimination Act 2005 The Disability Discrimination (Guidance on the Definition of Disability) Appointed Day Order 2006 The Disability Discrimination Code of Practice (Services, Public Functions, Private Clubs and Premises) (Appointed Day) Order 2006 The Disability Discrimination Act (2005) built on the DDA 1995 by extending these rights to those with HIV, multiple sclerosis (MS) and cancer. It also introduced a positive duty on public bodies in 2006 to promote equality for disabled people. The definition of a disabled person used in the DDA 2005 now covers a wider range of people than in the 1995 Act: anyone diagnosed with a progressive condition such as cancer, HIV and multiple sclerosis, whether or not they are showing signs of their illness people with severe disfigurements and 'hidden' disabilities like dyslexia and epilepsy, depending upon the severity of the impairment people who have severe back pain or arthritis, if it impairs their ability to do normal activities those who have had a disability in the past, even if they have recovered, for example those who have had episodes of mental ill health. In addition, those with mental ill health conditions are required to submit only the same proof - substantial and long term - as those with a physical impairment What employers must do Ensure that recruitment and employment policies and practices have been assessed for any disadvantages to disabled employees and job seekers and that, where identified, reasonable adjustments have been made to mitigate them. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 21 Develop and publish a disability equality scheme (DES) and action plan (individually, or as focussed part of a single equality scheme) by December 2006, to be updated every 3 years. Publish an annual report setting out progress in promoting disability equality. Undertake disability equality impact assessments of all policies functions and procedures. Record and analyse monitoring data to assess the effect of changes in policy and practice e.g. monitoring of recruitment processes, appraisal rates, grievances and disciplinaries. Involve disabled people in consultations on strategies and major policies. There is also a recommendation to publish monitoring data and the results of impact assessments. Those employers with more than 150 employees need to collect data on disabled employees who: receive training benefit or suffer detriment as a result of performance assessment procedures are involved in disciplinary and grievance procedures Implications The 1995 DDA introduced the concept of “reasonable adjustments” which employers and service providers must now take to ensure that disabled service users and employees are not unfairly disadvantaged. These might include changes to: Policies or procedures, The introduction of new equipment, Physical changes to premises. Allocating some of the disabled person’ duties to another person Transferring them to fill another vacancy Altering their working hours Assigning them to a different place of work Allowing them to be absent form work for rehabilitation, assessment or treatment Giving them or arranging for them to be given training. The Disability Equality Duty (DED) introduced in the 2005 DDA sets out very clear additional steps that all public authorities must take to ensure that they do not discriminate against disabled people when providing services or employment. Failure to comply could result in a Compliance Notice from the Equality and Human Rights Commission (EHRC). Other implications of non-compliance include: losing the use if the “two ticks” disability symbol given by Jobcentre Plus if practice is poor damage to the reputation of the organisation as an equal opportunities employer increased costs – sometimes it is more costly to put things right, rather than ensuring systems meet people’s needs in the first place. Issues The latest legislation maintains an essentially medical model for the definition of ‘disabled’ i.e., “a physical or mental impairment which has a substantial and long-term adverse effect on the ability to carry out normal day-to-day activities”. This has been criticised by some disability support groups as too limited because it adopts the perspective of a healthcare professional toward the disabled person as a subject. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 22 An alternative “social model” favours viewing the environment, or society, as imposing barriers on disabled people, often excluding them from participation in aspects of life freely available to others. The emphasis on ‘reasonable adjustments’ in the early legislation goes some way towards recognising that sometimes physical and / or procedural barriers to disabled people gaining access to services and employment opportunities might indeed be artificial and unnecessary and should be removed or circumvented, even where there is a cost involved. Shared learning Some examples of good practice on disability equality can be found in our shared learning web pages including: Plymouth Teaching Primary Care Trust (PCT) - the PCT developed a new job role of 'development officer' to help people with disabilities to gain a greater access to, and quality of, services South Birmingham PCT - the trust consulted people with learning disabilities before producing an easy-to-read disability equality scheme More information More information Equality and Human Rights Commission - for details on the Disability Equality Duty: Statutory Code of Practice HUMAN RIGHTS LEGISLATION The United Kingdom signed and ratified the European Convention on Human Rights (ECHR) in 1950. This convention is a binding international agreement. The Human Rights Act came fully into force on 2 October 2000. It gives further affects in the UK to the rights contained in the European Convention of Human Rights. The Act makes it unlawful for a public authority to breach Convention Rights, unless an Act of Parliament meant it could not have acted differently. The Act means that cases can be dealt with in a UK court or tribunal and states that all UK legislation must be given a meaning that fits with the Convention rights, if that is possible. Guidance is provided as follows: Current position Key legislation What employers must do Implications Issues Shared learning More information Current position The ECHR outlines fundamental civil and political rights but for many years was not part of UK law. Using the ECHR usually meant taking a case to the European Court of Human Rights in Strasbourg, which was often time-consuming and expensive. Since 2000, the Human Rights Act (HRA) has made rights from the ECHR enforceable in UK courts. This is much quicker and simpler than the old arrangement. The HRA contains 15 different sections (called “articles”) which relate to fundamental rights for everyone. The Equality and Human Rights Commission is currently carrying out a review of the Human Rights Act as it operates within the UK. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 23 Key legislation Human Rights Act (HRA) 1998 - enacted 9 November 1998, enforced 2 October 2000 The HRA incorporates rights under the ECHR into UK domestic law. Individuals can bring claims under the HRA against public authorities for breaches of convention rights. UK courts and tribunals are required to interpret domestic law, as far as possible, in accordance with convention rights. Previous case law may be overturned if there is a breach of convention rights and the relevant law can be re-interpreted in a way that is compatible. What employers must do Employers must take account of relevant articles within the HRA when developing policies and procedures. NHS trusts have obligations to promote and protect the human rights of their employees in a way that is compatible with the HRA, and the ECHR. In practice this means treating individuals with fairness, respect, equality, dignity and autonomy whilst also safeguarding the rights of the wider community when: developing policies and procedures carrying out the functions of an employer on an on-going basis. Where NHS organisations are already advanced in their review of policies and procedures using the existing equality impact assessment (EqIA) process, they are likely to find themselves relatively well-placed if challenged under the HRA. This will be particularly true if they have undertaken EqIAs for all of the diversity strands. Implications The 15 articles within the HRA cover human rights across a range of areas. Some of those which might have an impact on employment and provision of healthcare services include: Article 6 – right to a fair trial Article 8 – right to respect for private and family life Article 9 – freedom of thought, conscience and religion Article 10 – freedom of expression Article 11 – freedom of assembly and association Article 14 – freedom from discrimination. Issues Enforcement of rights under the HRA tends to be through case law, rather than as a result of failure to adhere to any specific duty or code of practice. Shared learning Surrey and Borders Partnership NHS Foundation Trust - embedding a human rights training programme linked to the Knowledge and Skills Framework Heart of Birmingham Teaching PCT - mainstreaming human rights More information NHS Litigation Authority - a free Human Rights Act Information Service for the NHS. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 24 RELIGION OR BELIEF LEGISLATION It is unlawful to discriminate (direct, indirect, harassment and victimisation) in employment and vocational training on the grounds of religion or belief. Guidance is provided as follows: Current position Key legislation Other relevant legislation Exceptions What employers must do Implications Issues Shared learning More information Under the Regulations 2003, religion or belief is defined as being any religion, religious belief or similar philosophical belief. It is for employment tribunals to decide what constitutes a ‘belief’. Current position The Employment Equality (Religion or Belief) Regulations 2003 came into force in 2003. These regulations make it unlawful on the grounds of religion or belief to: Discriminate directly against anyone by treating them less favourably than others because of their religion or belief. Discriminate indirectly against anyone by applying a criterion, provision or practice which disadvantages people of a particular religion or belief unless it can be objectively justified. Subject someone to harassment by unwanted conduct that violates a person’s dignity and creates and intimidating, hostile, degrading, humiliating environment. Subject someone to victimisation by treating them less favourably for taking action or assisting someone else who has taken action. In addition the Equality Act 2006 removed the requirement fro philosophical belief to be similar to religious belief and clarified that a lack of religion or belief was also protected. This act also prohibited discrimination on grounds of religion or belief in the provision of goods, facilities and services, education, the use and disposal of premises and the exercise if public functions. Key legislation The Human Rights Act 1998 The Employment Equality (Religion or Belief) Regulations 2003 Anti-terrorism, Crime & Security Act 2001 Racial and Religious Hatred Act 2006 The Equality Act 2007 Other relevant legislation Article 9 of the Human Rights Act 1998 – covers freedom of thought, conscious and religion as a qualified right. It states that a person can hold any religious belief and cannot be forced to change/follow or stop following their religion or belief. The act covers a broad definition of religion and also includes beliefs such as veganism and pacifism. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 25 Anti-terrorism, Crime & Security Act 2001 - covers religiously aggravated offences and harassment. Offences such as, assault, criminal damage, and harassment can be taken into account if there is a religious element. Racial and Religious Hatred Act 2006 - this covers offences involving stirring up hatred against persons on religious grounds. Exceptions There are two exceptions to the above legislation: Genuine occupational requirements - there are a small number of instances where it is lawful for an employer to treat individuals differently on the basis of belief, if having a particular religion or belief is a genuine occupational requirement for the post. This requirement has to be proven by the employer and must reflect the nature of the work. Positive action - selection for recruitment or promotion must be on merit, irrespective of religion or belief but it is possible to take steps to redress the effects of previous inequality of opportunity e.g. advertisements encouraging applications from a minority religion but making it clear that selection, will be on merit without reference to religion. What employers must do: Although employers are not required to provide time and facilities for religious or belief observance in the workplace, they should consider whether their policies, rules and procedures indirectly discriminate against employees of particular religions or beliefs. If they do, they should also consider whether reasonable changes might be made. The following are examples of areas where employers have taken steps to make reasonable changes: Break policy Flexible scheduling, e.g. avoiding important religious festivals when interviewing Religious leave Responding to dietary needs Fasting Alcohol Prayer rooms Time off for prayer Uniforms/specific dress codes Dress codes and health and safety Jewellery Undressing/shower facilities Social Interaction, e.g. acknowledging that some applicants will avoid eye contact for religious reasons and some may not wish to shake hands Monitoring of religious beliefs to identify the potential needs of employees Implications Possible areas or activities for organisations to consider when considering religion or belief issues in the workplace are: Develop employees awareness of belief systems and faith patterns in the UK Develop guidance on the equality provisions in the Employment Equality (Religion or Belief) Regulations 2003, including direct and indirect discrimination, victimisation and harassment Profile your workforce to identify both risks and opportunities it creates; for example, applications for leave for religious festivals may create flexibility at other times Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 26 Establishing boundaries beyond compliance allows an organisation to consider how far it would go to support employees in practicing their religion or belief; for example employees networks, quiet rooms etc Impact assess policies and practices in line with the relevant regulations to ensure they do not disadvantage particular religious groups or beliefs Promote a culture of respect through awareness training and how it contributes to the working of the organisation Decide if a request is reasonable or practical through engagement with the workforce and wider community (not all requests for adjustments will be) Address practical considerations e.g. food, holidays, dress, prayer etc through learning and development Develop a business case on the value of addressing religion or belief e.g. improving efficiency and avoiding claims Raise awareness with key stakeholders on how the organisation accommodates and values religious and belief in the workplace Issues The issue of religion or belief has been addressed in high profile court cases in particular dress codes, the clash between religious discrimination and sexual orientation, definition of religion or belief and ‘preaching’ in the workplace. Cases involving employment and claims of religious discrimination in relation to dress codes have been lost (in the cases of Eweida V British Airways - the wearing of a crucifix - and Azmi V Kirklees MBC - the wearing of the niqab). The latest challenge of Sarika Watkins-Singh - a Sikh girl whose school’s uniform policy did not permit her to wear a Kara (bangle) - has been successful. In this instance, the school’s policy was found to have been indirectly discriminatory on grounds of both race and religion and not objectively justified under the Race Relations Act 1976 (RRA) and the Equality Act (2006) Other recent cases include: Ladele V London Borough of Islington (2009) - a registrar refused to officiate in civil partnerships on the grounds of her Christian beliefs. Although the individual’s direct and indirect religious discrimination claims succeeded initially, the employment tribunal said that this was not direct discrimination since the same requirements applied to all registrars. McFarlane v Relate Avon Ltd (2009) – an employee worked as a relationship counsellor and was not comfortable working with same-sex couples because their behaviour was contrary to his Christian beliefs. His claim – following his dismissal because he would not confirm that he would provide the same quality of service to them - failed because his role required him to provide same-sex couples with a satisfactory service. Chondol V Liverpool Council (2009) – a social worker had given a Bible to a client and asked another whether he believed in God and attended church. He was dismissed for failing to observe the council’s prohibition on the overt promotion of religious beliefs and the tribunal’s decision was upheld, because he was dismissed for improperly imposing his Christian beliefs on service users, not because of his religion. Shared learning ‘Bare below the arm’ policy Guidelines to tackle the spread of infections includes a ‘bare below the elbow’ dress code policy. Muslim doctors and students at Liverpool’s Alder Hey Trust, and elsewhere, objected to this because it is immodest in Islam to expose any part of the body except the face and hands. Dr Steve Ryan, medical director at Alder Hey, underlined that the Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 27 trust had to implement ‘bare below the elbow’ for reasons of patient safety; with no exceptions but worked with Muslim students to find a solution. The hospital now provides facilities for female Muslim students to change their outerwear and hijab for theatre scrubs. Multi-faith rooms 5 Borough Partnership has a quiet room with Multi-faith resources to cater for employees and service users who practise minority faiths. The resources have also proved useful for those wanting to expand their knowledge of other faiths. The trust has also developed a guide that outlines briefly the dietary preferences of the main religious groups represented locally. Building employees understanding to reduce missed appointments Bradford Hospitals NHS Trust analysed their ‘missed appointments’ statistics and found that many patients were missing appointments on religious holidays. They distributed a multi-faith calendar to employees to enable them to take religious holidays into account, when planning patients’ treatment. More information Office of Public Sector information - the Employment Equality (Religion or Belief) Regulations 2003 Department of Health website - Religion or belief: a practical guide for the NHS The BBC website - an overview of the key religions and beliefs On-line interfaith calendar Employers Forum on Belief ACAS – guidance on Religion or Belief and the Workplace and putting the guidance into practice Department for Business Enterprise and Regulatory Reform website Employment Equality regulations Multifaithnet - an introduction to many different religions AGE EQUALITY LEGISLATION It is unlawful to discriminate in employment on the grounds of age. This page has information and guidance on age legislation, with links to support tools for employers to help them develop an age diverse workforce. Current position The law on age discrimination - whether direct or indirect - applies to employees, job seekers and trainees. It covers the areas of recruitment, terms and conditions, promotions, transfers, vocational training, terminations and retirement. It also prohibits harassment, bullying and victimisation on the grounds of age. Discrimination on the grounds of age in the delivery of goods and services (including public services) is currently not illegal. However, this will change when the Equality Bill comes into effect. Age discrimination can be explained as occurring when someone treats a person less favourably because of that person’s age and uses this as a basis for prejudice against and unfair treatment of that person. Age discrimination in employment can: Affect anybody regardless of how old they are Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 28 Reduce employment prospects for older people, younger people and parents returning to work after a period of full-time childcare Favour people in age group 25-35 Prevent the full consideration of abilities, potential and experience of employees. Key legislation Employment Equality (Age) Regulations 2006. What employers must do Unlike legislation covering some other strands of equality and diversity, there is no general or specific duty for age discrimination. Employers need to use a variety of techniques at strategic, policy and operational levels, to ensure that they are compliant with the law. See NHS Employer’s Ageing workforce web pages (link) for more details on interpreting the law and more importantly, promoting age diversity work policies. Implications The Employment Equality (Age) Regulations are set in the context of a maturing UK population and proportionally fewer school leavers in the available labour market. By 2025, half of the adult population will be aged 50 or over. This change in the demographic makeup of our society is also taking place in other countries and the implications now need to be addressed. Employers will need to ensure that their recruitment and employment policies and procedures do not discriminate on age grounds and that harassment, bullying and victimisation are eradicated. This applies to all age groups: young, old and in-between. Issues The main issue relates to enforced retirement age. The ageing population means there is a trend towards more people in retirement being supported by fewer people in employment. This has prompted calls to extend the retirement age beyond the current age of 65. This was introduced as 'standard' when life expectation beyond 65 was considerably lower than today. While employers are not obliged to extend employment beyond 65, the law currently insists that they consult with workers about when they would prefer to retire. Shared learning examples Some examples of good practice on age equality can be found in our shared learning web pages including: Sandwell Primary Care Trust funded the Agewell initiative - a midlife future planning course to help local people make more informed choices about their retirement. More examples can be found on our beyond compliance web page More information NHS Employers ageing workforce web pages - for further guidance and tools including a briefing on age profiling, an awareness training package, examples of trusts going beyond compliance and the business case for age diversity Office of Public Sector Information - full details on the Employment Equality (Age) Regulations 2006 ACAS - information and advice on a wide range of issues including publications on employing older workers, ageism and flexible working Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 29 CARERS EQUALITY LEGISLATION Several pieces of legislation cover the rights of carers including the right to request flexible working and in some cases, a change to terms and conditions. Guidance is provided as follows: Current position Key legislation What employers must do Implications Issues Shared learning More information The legislation defines a carer as someone who cares for, or expects to care for, a husband, wife or partner, a relative such as a child, uncle, sister, parent-in-law, son-inlaw or grandparent, or someone who falls into neither category but lives at the same address as the carer. Current position In June 2008, the Government announced its vision for future care and support of carers in its document, Carers at the heart of 21st century families and communities: a caring system on your side, a life of your own. The Government committed £255 million to implementing the strategy in both the short and long term. New commitments included: £150 million towards planned short breaks for carers £38 million towards supporting carers to enter or re-enter the job market £6 million towards improving support for young carers piloting of annual health checks for carers to help them stay well and training for GPs to recognise and support carers a more integrated and personalised support service for carers through: easily accessible information, targeted training for key professionals to support carers and pilots to examine how the NHS can better support carers. The Employment Act gave working parents of disabled children under 18 the right to request flexible working arrangements. The Work and Families Act 2006 further extended the legal rights and protections for carers at work. The Work and Families Act sets out the right of parents of children under six (or 18 if the child is disabled) to request flexible working. Employees who have worked for their employer for at least 26 weeks can apply to make a permanent change to their terms and conditions. Since 6 April 2007, employees also have a statutory right to request flexible working (e.g. changing hours, compressed hours or working from home) if they are caring for an adult who is a relative or lives at the same address. There are also provisions within the Employment Relations Act 1999) giving employees the right to take unpaid time off work for dependants, in cases of emergency. In many circumstances carers have the right to a needs assessment, which must take account of their employment, study and leisure needs. Local authorities also have a duty to inform carers of this right. Key legislation The Children Act 1989 - enacted 16 November 1989, came into force October 1991. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 30 The Carers (Recognition and Services) Act 1995 - enacted 28 June 1995, came into force April 1996. Carers and Disabled Children Act 2000 - enacted 20 July 2000, came into force: April 2001. Carers (Equality Opportunities) Act 2004 - enacted 22 July 2004, came into force April 2005. What employers must do Ensure that equal opportunities policies address the rights of employees members who are carers, and that other related policies e.g. those dealing with flexible working and work-life balance, are in line with this. Ensure that managers and employees are aware of carers’ rights and their own responsibilities in this area. Ensure that operational procedures facilitate collaboration with local authorities in supporting carers’ needs. Implications The responsibility for informing carers of their rights and for carrying out carers’ assessments will normally lie with local authorities. However, other agencies, such as NHS organisations, are obliged to support local authorities with providing co-ordinated support to carers. Employers also need to ensure that carers’ issues are included in their equal opportunities policies and that these complement their policies on flexible working and work/life balance. Employers are also responsible for ensuring that employees and managers know about the legislation and appreciate the additional rights that carers might have. Issues Carers UK published a report in 2006 entitled Who Cares Wins: the social and business benefits of supporting working carers. The report followed a study exploring how three different employers created a supportive environment for carers at work. According to the report, the adoption of flexible working practices can potentially save organisations time and money, with some companies reporting savings of over £1 million. The report identifies the headline business benefits of supporting carers including: lower employees turnover reduced recruitment and training costs greater productivity lower absenteeism higher employees morale higher levels of trust in working relationships improved company image improved recruitment. Shared learning Some examples of good practice on carer equality can be found in our shared learning web pages including: NHS Networks - Valuing Carers in the Hospital Environment: good practice guide More information Carers UK: report - Who Cares Wins: The Social and Business Benefits of Supporting Working, 2006 Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 31 ACAS - guide to help employers and employees agree flexible working arrangements Department of Health - government's carers strategy outlined in Carers at the heart of 21st century families and communities: a caring system on your side, a life of your own (2008) NHS Confederation - briefing, Carers at the heart of 21st century families Agenda for Change terms and conditions of service handbook - specifically sections 30-36 in part 5 (employment of Carers), and section 33 (Caring for Children and Adults) and section 35 (Balancing Work and Personal Life). WHAT IS DIRECT DISCRIMINATION? Direct Discrimination occurs when a person is treated less favourably than another on the grounds of their sex, marital status, religious belief, political opinion, race, nationality or other ethnic/national origin. WHAT IS INDIRECT DISCRIMINATION? Indirect discrimination can occur when a requirement or condition, which cannot be justified on grounds other than sex, marital status, religious belief, political opinion, race, nationality or ethnic/national origin, is applied equally but has the effect in practice of disadvantaging a considerably higher proportion of persons in one or other of the above groups. In order to establish a complaint of indirect discrimination, an applicant must show the following: That a requirement or condition has been applied That the said requirement or condition adversely impacts against the person Because of his/her religious belief, political opinion, sex marital status, race. Nationality, or ethnic/national origin That he/she has suffered detriment by reason being unable to comply with the condition or requirement. WHAT IS VICTIMISATION? Victimisation occurs when a person is treated less favourably than another because that person has, for example, asserted rights under any of the discrimination laws or has helped another person to assert such rights or given information to the relevant statutory body, or because it is suspected that the person might do any of these things. COMPLAINTS Complaints of the sex/marital status, race/nationality/ethnic/national origin and disability discrimination should be lodged with the Employment Tribunal within three months from the date of the alleged act of discrimination. ARBITRATION Equality Direct is part of ACAS, the Advisory Conciliation and Arbitration Service. ACAS can provide good practice advice on employment relations and run a series of employment seminars on various employment topics around the country. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 32 Appendix 2 DIGNITY AT WORK The Trust is committed to creating a work environment free of harassment and bullying, where everyone is treated with dignity and respect. Some Harassment is unlawful discrimination and serious harassment may be a criminal offence. Bullying is offensive, intimidating, malicious or insulting behaviour, an abuse or misuse of power which is meant to undermine, humiliate or injure the person on the receiving end. Examples of bullying would include picking on someone or setting him/her up to fail or making threats or comments about someone’s job security without good reason. Harassment is unwanted conduct related to sex, gender reassignment, race, or ethnic or national origins, disability, sexual orientation, religion or belief, age or any other personal characteristic which: Has the purpose of violating a person’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that person. Is reasonably considered by that person to have an effect of violating his or her dignity or of creating an intimidating, hostile, degrading, humiliating or offensive environment for him/her even if this effect was not intended by the person responsible for the conduct. Examples of harassment would include physical conduct ranging from unwelcome touching to serious assault, unwelcome sexual advances, demeaning comments about a person’s appearance, unwelcome jokes or comments of a sexual or racial nature or about an individuals age, the use of obscene gestures and the open display of pictures or objects with sexual or racial overtones, even if not directed at any particular person e.g. magazines, calendars or pin-ups. Conduct may be harassment whether or not the person behaving in that way intends to offend. Something intended as a ‘joke’ may offend another person. Everyone has the right to decide what behaviour is acceptable to him or her and to have his or her feelings respected by others. Behaviour which any reasonable person would realise would likely to offend will be harassment without the recipient having to make it clear in advance that behaviour of that type is not acceptable to him or her e.g. sexual touching. It may not be so clear in advance that some other forms of behaviour would be unwelcome to, or could offend, a particular person e.g. certain banter, flirting or asking someone for a private drink after work. In these cases first-time conduct which unintentially causes offence will not be harassment but will become harassment if the conduct continues after the recipient has made it clear by words or conduct that such behaviour is inacceptable to him or her. A single incident can be harassment if it is sufficiently serious. If you think you are being bullied or harassed you may be able to sort matters out informally. The person may not know that his or her behaviour is unwelcome or upsetting. You may feel able to approach the person yourself, or with the help of someone else at the Trust. You should tell the person what behaviour of his or hers you find offensive and unwelcome and say that you would like to stop immediately. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 33 If an informal approach does not resolve matters, or you think the situation is too serious to be dealt with informally, you can make a formal complaint by using the grievance procedure. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 34 Appendix 3 Law relating to this document Disability Discrimination Act 1995 Disability Discrimination Act 2005 Protection from Harassment Act 1997 Race Relations Act 1976 Sex Discrimination Act 1975 Civil Partnership Act 2004 Equality Act 2006 Civil Partnership Act 2004 (Amendment to Subordinate Legislation) Order 2005 SI 2005/2114 Employment Equality (Religion or Belief) Regulations 2003 SI 2003/1160 Employment Equality (Sexual Orientation) regulations 2003 SI 2003/1161 Employment Equality (Age) Regulations 2006 SI 2006/1031 Employment Equality (Sexual Discrimination) Regulations 2005 SI 2005/2657 Sex Discrimination Act 1975 (Amendment) regulations 2008 SI 2008/656 Employment Equal Treatment Framework Directive 2000/78/EC Equal Treatment Directive 76/207/EC as amended by Directive 2002/73/EC European Commission Recommendation 92/131/EEC and Code of Practice on the protection of the dignity of women at work (on the European Commission website) Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 35 Appendix 4 POSITIVE OR AFFIRMATIVE ACTION The Commission for Racial Equality (CRE) defines positive actions as: ‘A series of measures by which people from particular racial groups are either encouraged to apply for jobs in which they have been under-represented or given training to help them develop their potential and so improve their chances when competing for particular work’ However, positive action can be taken to mean any action that assists people from any under-represented group to achieve their potential in the work place and to overcome any form of institutional discrimination. Examples of positive action could be: Employer support equality networks in which women and minority ethnic employers can support and mentor one another. Making links with local ethnic minority and religious community groups to promote the organisation as a potential employer Making a commitment to interview all applications with a disability Action plans drawn up as part of an organisation’s diversity and equality strategy could be described as positive action plans. The positive action described above is quite legal. It would become illegal if, for example, preferential treatment were given to an individual with fewer skills, qualifications and less experience because they were a member of the underrepresented group. How does positive or affirmative action differ from positive discrimination? It is important to understand the legal meaning of the terms positive or affirmative action and how they differ from the term positive discrimination. Positive discrimination or preferential treatment, irrespective of the motive, is unlawful under race and sex discrimination laws. For example, in 1996 the Labour party’s attempt to have women-only shortlists for parliamentary selection was declared unlawful. The 1995 Disability Discrimination Act is a significant exception in this respect. It is not unlawful to treat a disabled person more favourably than someone without that disability in certain circumstances. What is the legal meaning of positive action? The race relations and sex discrimination acts define specific types of positive action to overcome previous disadvantage in access to training and employment. Will the amended Race Relations Act broaden the scope for positive action? The Race Relations (Amendment Act) places a duty on all public authorities to promote equality of opportunity and good relations between persons of different racial groups. The CRE is currently developing a series of codes of practice to assist the Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 36 implementation of the Act. The Home Secretary has the power to introduce specific duties via secondary legislation, and it is likely that the Act may broaden the scope for positive action. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 37 Appendix 5 USEFUL ORGANISATIONS NAME Equality and Human Rights Commission Department of Health RCN Nurseline Employers Forum on Age Runnymede Trust Disabled Living Foundation Government Equalities Office Working Families INFORMATION Independent statutory body established to help eliminate discrimination, reduce inequalities, protect human rights and to build good relations Providing health and social care policy, guidance and publications for NHS and social care professionals. Provides specialist teams and services to help with personal matters including counselling, career information, guidance on immigration, advice and services for ill, injured and disabled RCN members A network of employers confronting age discrimination in the workplace. Runnymede is a UK wide independent think tank on ethnicity and cultural diversity. It conducts policy research in order to challenge racial discrimination, influence anti-racist legislation and promote a successful multi-ethnic Britain. Provides information on employing people with disabilities (Formerly the Women and Equality Unit) Government department based in the Cabinet Office dealing with women and work issues. (Formerly Parents at Work) Support for parents on employment rights, campaigning for changes in law, training and advice for employers of people with children. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 CONTACT DETAILS www.equalityhumanrights.com England: 0845 604 6610 Scotland: 0845 604 5510 Wales: 0845 604 8810 www.dh.gov.uk 020 7210 4850 www.rcn.org.uk 020 7647 3463 020 7409 3333 www.efa.org.uk 0845 456 2495 www.runnymedetrust.org 020 7377 9222 www.dlf.org.uk 020 7289 6111 0845 130 9177 www.equalities.gov.uk 0303 444 0000 www.workingfamilies.org.uk 020 7253 7243 38 Department for Children, schools and families National Aids Trust Terrance Higgins Trust Job Centre Plus The Work Foundation Stonewall Age Concern Press for Change (gender reassignment) The Andrea Adams Trust (Formerly DfES Childcare Information) The Department for Children, schools and families provides information for children and young people to grow up in happy, healthy, safe environment. With a top class education and help to keep them on track. The UK-wide national Aids organisation This is the largest HIV and Aids charity delivering health promotion campaigns and direct support to all people at risk and living with HIV. UK wide Charity. Provides specialist services for disabled people Campaigns, researches, trains, provides consultancy on employment, management and equal opportunities issues A campaigning body for the rights and welfare of lesbians and gay men that gives advice and information about Discrimination in the workplace. Campaign to influence government policy on the provision of information, research etc. and also provide local services for older people. A political lobbying and educational organisation that campaigns to achieve equal civil rights for transgender people in the UK A national charity that raises awareness of bullying and harassment Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 www.dcsf.gov.uk 0870 000 2288 www.nat.org.uk 020 7814 6767 www.tht.org.uk 0845 122 1200 020 7812 1600 www.jobcentreplus.gov.uk 0121 452 5447 www.theworkfoundation.com 020 7976 3565 www.stonewall.org.uk 08000 502020 www.ace.org.uk Age Concern England: 020 8765 7200 Age Concern Scotland: 0845 833 0200 Age Concern Wales: 0800 009966 www.pfc.org.uk www.andreaadamstrust.org 01273 389412 39 Scottish Executive One of Two websites for the Scottish Executive Department of Health Scottish Health on the Website for the Scottish Web (SHOW) Executive Department of Health The National Assembly for Wales Wales Department of Health and Ireland Social Services and Public Safety Equality Commission for Formed by merging of Northern Ireland CRE (NI), Fair Employment Commission, Equal Opportunities Council (NI) and Disability Council Labour Relations Agency Independent Body responsible for assisting employers, employees and their representatives to improve the conduct of their industrial relations and employment practices. Signed off by Director of OD and HR and Chair of Staff Side-24th February 2010 www.scotland.gov.uk 0845 741741 www.show.scot.nhs.uk 0131 556 8400 www.wales.gov.uk 0300 0603 300 www.dhsspsni.gov.uk 028 90520500 www.equalityni.org 028 90500600 www.lra.org.uk 028 90321442 40