UNIVERSITY OF WARWICK

RACE EQUALITY SCHEME-ANNUAL REPORT

2003-2004


CONTENTS

PAGE

Introduction3

Race Equality Policy4

Key Initiatives6

Corporate Responsibility-Equality and Diversity9

Summary of Findings10

Actions for 2004/200512

Race Equality Action Plan-Progress report13

Contacts15

Access to Information15

Appendix A: Race Equality Policy 16

Feedback and Comments26

INTRODUCTION

The University of Warwick, recognizing the value of sustaining and advancing a safe and welcoming learning environment, strives to treat both employees and students with respect and dignity, treat them fairly with regards to all assessments, choices and procedures, and to give them encouragement to reach their full potential. Therefore the University strives to treat all its members on the basis of merit and ability alone and aims to eliminate unjustifiable discrimination on the grounds of gender, race, nationality, ethnic or national origin, political beliefs, religious beliefs or practices, disability, marital status, family circumstances, sexual orientation, spent criminal convictions, age or any other inappropriate ground.

The University of Warwick published its Race Equality Policy in accordance with the Race Relations (amendment) Act 2000. This annual report provides a review and evaluation of the achievements to date, presenting targets and objectives for 2003/04 and looking to future priorities for 2004/05.

The first review of our Race Equality Scheme demonstrates that a significant commitment has been made on communicating and delivering on our Race Equality Action plan. The University has made good progress in a number of key areas and there are also a number of areas that require further development if we are to meet our overall aim of making Warwick a diverse and inclusive working environment.

RACE EQUALITY POLICY

How did we develop our Race Equality Policy?

The Race Equality Policy and action plan was developed through consultation with Trade Unions, the Student Union, focus groups and through discussion at the Equal Opportunities Committee. The final document was agreed by the University’s Senate and the Council in July 2003.

The Race Equality Policy and action plan can be found on the Equal Opportunities website at or is available in paper copy on request. If you require a paper copy please contact Leonie Aspinall (024 76574479) or

Who is responsible for ensuring race Equality at the University?

Corporate responsibility

The Council, as the governing body of the University of Warwick, is responsible for ensuring the University fulfils its legal responsibilities arising from the Race Relations (Amendment) Act.

The Vice-Chancellor, Deputy Vice-Chancellor and three Pro-Vice-Chancellors all take a visible lead in ensuring action is taken to implement the Race Equality Policy.

The Equal Opportunities Committee has responsibility for the formulation, monitoring and review of the Race Equality Policy and its action plan. The Equal Opportunities Committee meets once per term and reports directly to the Council.

Managerial responsibility

The following divisions have responsibility as follows:

-The Personnel Office has responsibility for ensuring the implementation of the University’s policies which give effect to the employment provisions of the Race Equality Policy.

-The Academic Office and Student and Ancillary Services have responsibility for ensuring the implementation of the University’s policies which give effect to the student-related provisions of the Race Equality Policy.

Progress is reported regularly to the Equal Opportunities Committee.

Heads of Department are responsible for overseeing, monitoring and reviewing the implementation of the Race Equality Policy within their departments.

Individual responsibility

It is the responsibility of every member of staff at the University of Warwick to be aware of, and adhere to, the Race Equality Statement, and to reflect upon how race equality affects their area of work.

Strategic Objectives

The strategic objectives set out in the Policy come under six main headings:

Monitoring-Data monitoring and analysis by ethnicity

Impact Assessment-Introduce Race Equality Impact Assessment methodology

Training-Recruitment and Selection

-Diversity

Strategy-Review and develop recruitment strategy

Community Involvement-Forge links with local communities

-Stimulate applications from ethnic minorities

Policy-Continuous review and development of the Race Equality Policy and Action Plan

Each of these objectives has a series of actions and timescales for implementation. A report on progress with each of these actions is detailed in Table 1 below.

KEY INITIATIVES

Committees

The Equal Opportunities Committee chaired by Professor Robert Dyson (Pro -Vice-Chancellor) reports directly to the University’s Council (the executive governing body), and meets once a term to discuss any issues and agree policy. The Equal Opportunities Network also runs once a year in the Summer Term as an opportunity for all members of the University (staff and students) to participate in discussion and consultation on equal opportunities issues. The Equal Opportunities website provides valuable information to staff and students on Equal Opportunities policies and initiatives and there is a discussion forum whereby all University members can comment on or discuss equal opportunities related issues. This comes under the Universities forums and can be found at .

External Organisations

Through its membership of Business in the Community and related equality campaigns (Race for Opportunity, Opportunity Now and Employers’ Network on Disability) the University is part of a network of public and private sector organizations that have implemented effective equal opportunities policies and enjoyed significant business benefit as a result.

Racial Equality

As a Higher Education Institution we have published a Race Equality Policy and action plan and are currently working to publicise this and meet the outlined actions. The policy is published on the University website and is readily available in departments where computer access is not as prevalent. Additionally we are participating in the national ECU/CRE Higher Education Project with 8 other Higher Education Institutions. The project is a two year project with the first year identifying and moving forward on the key action points and the second year focusing on sharing of “Best Practice” and experiences. The key areas highlighted in this project are Impact Assessment, Recruitment and Selection and Procurement. The main area is “Impact Assessment” whereby all the policies, practices and functions at the University (Staff and Student) will be audited to identify their relevance to equality issues, prioritised and then assessed for any form of implied discrimination. This is clearly a huge and ongoing task and therefore for the life of the project we aim to focus particularly on three areas which have been highlighted based on current evidence and by some of the key duties in the RRAA. The pilot areas are Recruitment and Selection, Procurement and the complaints procedures. We have enlisted the help of Trinity Development, an external consultancy, as additional expertise in this area. Our participation is a key element of our Race Equality Strategy and demonstrates our commitment to meet both the general and specific duties under the RRAA (2000). The project to date has been supportive and developmental and has been a constructive arena to determine the priorities, how we are going to address them and to share best practice with other institutions.

Statistical Data

We continue to monitor data on ethnicity/gender/disability and have produced a workforce profile statistical report, which has been reviewed by the Equal Opportunities Committee and is forming the evidence for future work. In addition to the workforce profile we also produce statistical data on recruitment, promotion and merit pay by gender/ethnicity and where possible disability.

Implementation

The data produced has proved invaluable in directing the Equal Opportunities strategy including Recruitment and Selection training with an emphasis on equal opportunities, which started across the University with the pilot in July 2003 with further sessions continuing to be rolled out in 2004/2005. This training has been well received and is supported by the considerable work that has gone into developing the recruitment strategy and recruitment website so that it contains information for recruiters and applicants on the process at the University. The recruitment packs noted in the race equality action plan were launched in September 2003 and provided candidates with a clear understanding of the University and employment opportunities. In line with the action plan we are also utilising ethnic publications for our recruitment advertising to try to encourage a greater number of ethnic applicants, particularly for those categories of staff with a low number of ethnic applications as highlighted in our recruitment monitoring data. In addition to this we are also starting to track a sample of posts to identify if any stages of the recruitment process may restrict applications and progression for certain individuals.

Community Relations

The University is also focusing on improving community relations, particularly with local ethnic minority groups. The recruitment of a new Community Relations Manager is intended to add impetus to publicising the University as a diverse workplace with opportunities for all. Alongside this we have been carrying out work visiting local ethnic communities to promote the University and to understand what role the University plays for them. We also participated in a local initiative to publicise a summary of the local Race Equality Schemes. Additionally we are participating in a local initiative known as the “Job Interview Guarantee Scheme” whereby local long term unemployed attend a training programme designed to get them back into the workplace and attendance on this course guarantees an interview at the University. This venture is being carried out in local areas where there are high levels of unemployment and it is intended that this scheme will continue in the future by targeting other communities where there is high unemployment. Again this year we have participated in the Race for Opportunity benchmarking to understand how we compare to other institutions, note where there is positive news and identify those areas we need to improve on.

Training

A number of other training initiatives are also underway with Diversity training for managers and staff being considered for delivery in 2005. Additionally the Personnel department has received training on cultural awareness so they are familiar with different cultures and were prepared for the new Religious Belief legislation that came into force at the end of last year. As noted, Recruitment and Selection training is ongoing.

Communication/Consultation

The University takes its responsibilities with regards to communication and consultation very seriously and steps have already been taken to strengthen the means through which individuals feel able to raise and discuss equal opportunity issues including race, with the Equal Opportunities Network, the Equal Opportunities Forum and with the proposed re-launch of our Harassment policy. The Communications office is working with the Equal Opportunities Committee to formulate a clear communication and consultation strategy, which will aim to reach every member of the University. This involves greater utilisation of the website to promote race equality and initiatives such as the ECU/CRE Project, briefings to staff on the RRAA, the duties enjoined by it and how they can contribute to its effectiveness, articles in the staff and student magazines and a survey to receive staff and student feedback on race relations and wider equal opportunities issues. It is expected that these initiatives and others will encourage an open debate across the institution and will help us implement the agreed action plan.

CORPORATE ACTIONS-EQUALITY AND DIVERSITY

Over the academic year 2003-2004 the University has placed considerable emphasis on reviewing its activities in relation to equality and diversity.

Listed below are a sample of some of the activities which have taken place across the academic year 2003/2004 which highlight the corporate commitment to equality and diversity.

-widening participation (student access and admissions)

-recruitment and selection training

-revised recruitment strategy

-community liaison

-review of job evaluation

-merit pay

-review of probation procedure for academic staff

-draft disability policy (awaiting approval)

-flexible working (revised policies/training)

-introduction of “Diversity Champions” across the University

SUMMARY OF FINDINGS

Evaluation demonstrates that we have made progress in a number of the areas highlighted in the policy and action plan and there are some areas which will be prioritised for further action over 2004/2005.

The key emphasis for the last academic year with regards to Race Equality has been on working towards and delivering on the project plan for the Race Equality Project we are involved in with the Commission for Racial Equality and the Equality Challenge Unit. A working group consisting of the following members was constituted to steer the project and report to the EOC:

Professor Robert Dyson (PVC and Chair)

Leonie Aspinall (Personnel Adviser)

Jane Coleman (Assistant Director of Personnel Services)

Paul Greatrix (Director of Academic and Student Affairs and Acting Registrar between January 2004 and June 2004)

Dr Cecily Jones (Lecturer, Dept of Sociology)

Sawarn Malhotra (Race Equality Consultant)

Mike McLeod (Senior Research Fellow, CRER)

Dr Zoe Radnor (Lecturer, WBS)

Ken Sloan (NationalAcademyGifted and Talented Youth)

Helen Rooney (Finance Office)

The project plan picks up on specific areas from the overall race equality action plan but focuses on them at a more detailed level. The key areas in the project are:

  1. Impact Assessment
  2. Procurement and
  3. Recruitment of staff

We have already done a considerable amount of work on recruitment and procurement and that work will continue throughout the life of the 2 year project and beyond. As part of the Impact Assessment element the University is required to carry out an equality audit on all it’s policies, practices and functions to determine their impact on equality.

As the Commission for Racial Equality explains organisations should:

  • identify which of their functions are relevant to the duties of the Race Relations Amendment Act (RRAA)
  • set priorities for these functions based on their relevance to racial equality
  • assess how all these relevant functions and any related policies affect racial equality
  • where necessary, change policies to meet the general duty.

This is clearly an extensive task and the University is working with an external consultancy to develop and pilot a methodology to extend across the University. Although the current requirement is specific to Race, increasing legislation in disability means that organisations are likely to be required to Impact assess on Disability shortly and therefore the decision was taken to address the range of equality issues in the Impact Assessment.

We continue to produce data monitoring for both staff and students which provides clear evidence of strengths and areas of development which then inform our action planning.

Recruitment and Selection Training commenced in July 2003. This will be run in a number of phases with the first phase concentrating on senior managers and those likely to chair interview panels. In this phase there is a significant emphasis on employment law. The second phase will focus on departmental administrators and other support staff likely to be involved in appointment panels and recruitment more generally. This phase will include employment law but will also include more practical guidance including an optional interviewing skills course. The University is currently reviewing mechanisms for the introduction of diversity training.

As noted, considerable progress has been made on the current action plan and the aim for 2004/2005 is to build on the achievements to date, review the race equality action plan and revise it based on the evidence and actions resulting from the current evaluation.

KEY ACTIONS FOR 2004-2005

  • Update Equal Opportunities website as part of aim to promote and raise awareness
  • Publicise Equal Opportunities forum
  • Representative of International students on the Equal Opportunities Committee
  • Continue the Widening participation initiatives
  • Review and revise Race Equality Policy and action plan in conjunction with an evaluation of the overall Equal Opportunities policy and Equal Opportunities action plan
  • Commission forRacialEquality/Equality Challenge Unit Project

-Develop and pilot Impact Assessment methodology

-Procurement

-Recruitment

  • Continued involvement in equality Campaigns including Race for Opportunity (Benchmarking and networking)
  • Centre for Lifelong Learning continue with Open Studies courses and the Hillfields centre (based in a multi-racial area in the centre of Coventry)
  • Increased emphasis on Student monitoring and reporting
  • Embed Equality and Diversity throughout the University and include in annual reporting mechanisms
  • Examine possible mechanisms for delivering Diversity training
  • Increase emphasis on communication and consultation with staff and students

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Table 1:RACE EQUALITY ACTION PLAN FOR ACADEMIC YEARS 2002/3 and 2003/2004

Action / Lead / Aim / Progress
1. Data Monitoring and Analysis by ethnicity / Academic Office, Careers Service, Student and Ancillary Services and Personnel / To maintain the collection and analysis of relevant staff and student data, for presentation to the Equal Opportunities Committee / Ongoing-reviewed annually
2. (a) Introduce Race Equality Impact Assessment methodology and guidelines
(b) Review methodology / Equal Opportunities Team (Personnel) / Identifiable increase in race equality being considered in existing functions and review / As part of the ECU/CRE project we are working with Trinity Development to develop and pilot a tool kit and guidance notes for Impact Assessment.
The pilot in Procurement, Recruitment and Selection and the complaints procedures should be completed by October 2004.
3. Diversity Training / Students Union (for students) and Personnel (for staff) / Ensure key managers and staff are aware of new responsibilities under RRAA / Review of Diversity Training options. Implementation in academic year 2004/05.
4. Recruitment and Selection Training / Equal Opportunities Team (Personnel) / To ensure transparent, non-discriminatory and non-oppressive practices are adhered to in all University recruitment and selection processes / Pilot Session conducted in July 2003.
8 further sessions run in academic year 2003/2004 with sessions continuing into 2004/2005.
Phase 2 implementation to include optional Interview skills session
5. New Recruitment Strategy / Equal Opportunities Team (Personnel) and Communications Office / To publicise the opportunities on offer at the University, emphasising its ethnic diversity (through role model staff profiles) and contribution to the region /
  • Recruitment Pack launched in May 2003
  • Interim website by June 2003
  • Final website introduced in October 2003
  • Job Descriptions and Person Specifications in standard documentation. Template JD/PS produced for differentcategories of staff

Action / Lead / Aim / Progress
6. Stimulate applications from ethnic minorities through:
(a)Widening Participation initiatives
(b)Advertising on ethnic minority job websites
(c)Targeting ethnic minority graduates
(d)Working with community groups in Coventry
(e)Researching possible short-term trainee placements / Student Recruitment Office (for students) and Personnel (for staff) / To ensure access for all ethnic groups to learning and employment opportunities at the University through a variety of schemes (eg positive action advertising, Widening Participation).
In staff recruitment, aim to increase representation of ethnic minorities in all academic-related staff grades, Manual staff grades 3 and 4, and Clerical staff grades 4 and above. /
  • Continuing to advertise in Ethnic minority press
  • Race Equality consultant continuing to forge links with local community to convey the diverse range of jobs available at the University
  • Community Relations Manager continuing to promote and generate links with community
  • Incorporated the slogan “The University values Diversity” on all recruitment adverts.
  • Continue tracking of posts through the recruitment procedure to identify areas of development in the recruitment procedure.

7. Revise Race Equality Policy and design next Action Plan / Equal Opportunities Committee / To ensure continued promotion of race equality in response to recommendations arising from data monitoring and impact assessments. / Next Race Equality Action plan to be agreed in conjunction with overall Race Equality Action plan at the October meeting of the Equal Opportunities Committee.

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