Athena SWAN Employee and Student Consultations

The purpose of theseconsultations is to further understand male, female and gender non-binary employees’and students’ experience of equality and inclusion in this School. This School is applying for an Athena SWAN Award which recognises commitment to gender inclusion.

Eight UCD Schools are applying for the Athena SWAN Award:

•School of Archaeology

•School of Biomolecular and Biomedical Science

•School of Biology and Environmental Science

•School of Computer Science

•School of Languages, Cultures and Linguistics

•School of Medicine

•School of Veterinary Science

•School of Agriculture and Food Science.

The Athena SWAN application process requires this Schools to consult with their employees and students on their experiences and develop a gender equality action plan. This will support the School to develop a 3-year gender equality and inclusion action plan.

These consultations are an opportunity for the Schools Athena SWAN Self-Assessment Team(SAT) to gather qualitative data from participants and build on survey results. Participants insights and perspectives on the results of the survey will support you further develop actions to ensure greater gender inclusion. The SAT can explore the degree of consensus on the results of the survey, give opinions on potential changes.

Please note:
The date in the survey will inform what areas in the consultation you might like to focus on – important to be aware of the time constraints of consultation so will need to prioritise areas for exploration
Two separate consultations should be set-up -one for employees and one for students.
Give the EDI Unit sufficient notice (4-6 weeks) so they can engage facilitators.
It is recommended that you meet with the facilitators well in advance of the consultation to discuss objectives, agree key questions, discuss the format and areas you wish to focus on.
The SAT team are responsible for room booking, layout, invites, catering, note-taking etc.
In advance of the session, please share the format and agenda you choose with the EDI Unit and with your facilitators.

Contents

  1. Objectives
  2. Before Consultation
  3. Consultation Outline (suggested)
  1. Objectives

The analysed survey data will support you define what your aims, objectives and expected outcomes. Be clear on what the SAT’s aims, objectives and anticipated outcomes ahead of the consultation.

Aims

Insert aims

Objectives(Objective to be defined by SATs -placeholders below.)

Insert objectives

Outcomes

Insert expected outcomes

  1. Before consultation

Consider:

What is your purpose in conducting this session? What are the key questions you want to ask? How do these key questions contribute to your purpose/objectives?

  • Who will you invite and how will you invite them? What is the content of your invite? Who does it come from? who distributes it; who is responsible for managing attendance lists
  • How you promote this event? What will attract participants?

For example: fashioning the consultation as an event withlunch or tea/coffee after. The two sessions could run in parallel with employees and students coming together after for lunch or tea/coffee and networking.

Opt for lightning presentations on the data (5 min presentations) followed by a

consultation.

  • How many facilitators?Consider how many facilitators you will need depending on the size of the group attending. If you are using a co-facilitator model, decide in advance which sections you are going to cover and the other can always flipchart responses or support as appropriate.
  • Issues Remember to brief your facilitator and make them aware of any issues/concerns that may come up.
  • Designate 2 members of the SAT as note takers.
  • Room Layout: chairs are to be arranged in circles or semi-circle depending on number of attendees. If the group know each other well, take opportunities to mix people up etc.
  • Please note:The School is responsible for ensuring that the staff and student survey is conducted in an ethical manner. Please ensure you are adhering to best practice in this regard. Ethical considerations should be given to how you carry-out the student consultation. See outline below for some suggestions.

Requirements:

  • Designate note takers from SAT
  • Two flip charts and stands
  • Flip charts markers
  • Circular Room layout
  • Screen and Laptop (depending on the use of PowerPoint presentation)
  • Design handout with objectives, running order, questions and support contacts:

(Students) If you have experienced bullying and harassment, or find that some questions or aspects triggered distress, please contact:

‒StudentAdvisor

‒UCD Student Counselling Service on 01 7163134.

‒Go to full list of supports online: .

‒Dignity and Respect Contact Persons here.

‒Draw attention to UCD’s Dignity and Respect Policy here.

(Employees) If you have experienced bullying and harassment, or find that some questions or aspects triggered distress, please contact:

‒The Employee Assistance Programme (EAP)Freephone: 1800 817 435

‒Dignity and Respect Contact Persons here.

‒Draw attention to UCD’s Dignity and Respect Policy here.

  1. Consultation Outline (Suggested)

Educate- Share -Consult

Time: 2 hours

Location: TBC by the School

Scope: To present the results and gain qualitative insights that will help develop action points.

Audience: Employees

Roles:

SAT Chair: Introduction and Conclusion, Present. (could share with other SAT members)

SAT Data Subgroup Leads: Present data and take notes in second part of session.

Facilitators: Second part of the session

Part 1: Educate (10 minutes)

10 minsIntroduce session

(Things to cover)

  • Thank employees for engaging in this session and the survey.
  • Introduce the facilitator(s) and the SAT data sub group who will be taking notes.
  • What is Athena SWAN (AS)?
  • Why the School is engaging in AS?
  • What is the make-up of the SAT Sub-Group?
  • Mention that this is a benefit to employees of all genders/What is the value?
  • Opportunity to have your say on the type of School you want to be.

Part 2: Share (45 minutes)

30 mins Presentation of the results

Format:The SAT Chair may decide to present or could do it with the SAT members tasked with analysing the data.

For example, you may choose to have 4-6 five-minute presentations with a person taking a section each to present on.

Why?

  • It keeps it light and interesting.
  • It introduces more than one voice on the issue from the SAT team.(Preferably more than one gender can present the data.)

What should we present?

  • When you analyse the data, you will have a clear answer on what aspects you feel are important to present.
  • Create a picture of your School from the survey results.
  • Select a few positive results from each section and areas where the School can improve.
  • What questions do you want to get to the bottom of?

20mins Q&A – If you decide to have more than one short presentation, consider having 5 minutes Q&A after each presentation. Alternatively, have 20 minutes at the end of the presentations for Q&A.

You may also to choose to reduce the time in Part 2 to give more time to consultation.

Part 3: Consult(60 minutes)

SAT Data Sub Group: 1-2 members who will act as note takers.

5mins Facilitator- introduction and reinforce ground rules

  • Set the ground rules
  • Safe inclusive space
  • Give everyone ‘Air Time’
  • Feedback should be about the topics. Not directed at any individual.

‒Participants are free to leave at any time.

‒Facilitators are available briefly after the session if you need to speak to someone in confidence and can direct you to the appropriate supports. (See Ground List for Facilitators Document)

‒Name support: contacts in handout with the agenda.

‒Please note any other relevant rules to be included?

60 mins Consultation session

  • When the SAT analyse the data, you will have a clearer idea on what aspects you feel are important to consult the group on.
  • Consider how many questions you will put to the group and how much time you allocate to each question e.g. 15mins, 20 mins per question.
  • Set questions and consider how you will split participants into groups (depending on size) to answer questions and report back.
  • Build in time for discussion of results
  • Leave 10-15 minutes for next steps, reflection and close.

(Suggested)

‒ask the group what they learned from the session

‒what they feel they could do to support change

‒ what support they would need

‒Inform the participants what will happen with the data and close the event.

For more information on focus groups go to:

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