SCHOOL OF ORIENTAL AND AFRICAN STUDIES EQUALITY AND DIVERSITY COMMITTEE. Tuesday 25 th October 2011 at hours Room 116, Russell Square AGENDA

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1 SCHOOL OF ORIENTAL AND AFRICAN STUDIES EQUALITY AND DIVERSITY COMMITTEE Tuesday 25 th October 2011 at hours Room 116, Russell Square AGENDA *Items are formal business; if members wish to discuss any issues arising from these reports they must inform the Chair by noon on Monday 24 th October. * I Membership, Terms of Reference and Procedure for the Conduct of Meetings *To note: the membership and terms of reference of the Equality & Diversity Committee [Appendix A] *To note: the Procedures for the Conduct of Meetings [Appendix B] the membership of the Disability Liaison Group [DLG] [Appendix C] the membership of the Gender Interest Group [GIG] [Appendix D] the membership of the Race Issues Group [RIG] [Appendix E] the membership of the Public Sector Equality Duty [PSED] working group [Appendix F] *To approve: information for the Deans on selecting academic staff for membership of the Equality & Diversity Committee {Appendix G} II Minutes To approve: the minutes of the meeting held on 17 th May 2011 [attached] III Matters arising The remaining actions from last academic year are summarised in Appendix G with a comment on progress for each. [Appendix H] EDC minutes Chair approved Page 1

2 Minute 33.ii. Promotions process [Appendices J1 & J2] EDC minutes Chair approved Page 2

3 Minute 33.v. The diversity of EDC s membership IV Exams and religious fasting guidance [Appendix K] V Five year trends report: SOAS Student enrolment - diversity statistics ( ) [Appendix L] VI Academic Promotions Prof. Nadje Al Ali & Dr. Kai Easton [Appendix M] VII The Research Excellence Framework Prof. Nadje Al Ali & Prof. Graham Furniss [Appendix M2] VIII Mentoring Prof. Nadje Al Ali IX To note: Some excerpts summarising the ECU s Religion & Belief in HE report (see for complete report) [Appendix N] X Summary Report on the 2011 National Student Survey Dr. Mandy Bentham [Appendix P] XI To note: Some excerpts from the ECU s Experiences of black & minority ethnic staff in HE in England (see for complete report) [Appendix Q] XII EDC s Autumn term report to Academic Board and Resources and Planning Committee [Appendix R] EDC minutes Chair approved Page 3

4 XIII XIV Update on the Equality & Diversity Sub-strategy (i) To consider the Autumn term update on the existing objectives in the sub-strategy. (ii) Discussion of future objectives, request for suggestions for next edition of the sub-strategy Human Resources Report To receive: an oral report from the HR Director [Appendix S] [Oral report] XV Diversity Report To receive: an oral report from the Diversity Advisor [Oral report] (i) Mediation and conflict coaching (ii) Recruitment of Anti-harassment contacts (iii) The SOAS Equality & Diversity Statement October 2011 [Appendix T] XVI Date of next meeting: The date for the next meeting of the Equality & Diversity Committee is Tuesday 21 st February 2012 at hours in room 116 For information: the subsequent meeting is 15 th May 2012 at hours EDC minutes Chair approved Page 4

5 SCHOOL OF ORIENTAL & AFRICAN STUDIES EQUALITY and DIVERSITY COMMITTEE (EDC) Tuesday 25 th October 2011 Room 116, College Buildings MINUTES Members: Professor Anne Pauwels (Chair) Professor Nadje Al-Ali (UCU representative) Mr. Avanle Ali* (SU Black Students Officer) Mr. Donald Beaton Dr. Mandy Bentham Dr. Hong Bo Ms. Antonia Bright* (Unison representative) Professor Stephen Chan (Dean, Faculty of Law & Social Sciences) Ms. Patricia Crampton (Birkbeck, External member) Ms. Zoë Davis Dr. Kai Easton Ms. Sian McGee (SU Women s Officer) Mr. Peter Mitchell Dr. Antonello Palumbo Ms. Deb Viney (Executive Secretary) Ms. Serena Yeo* In attendance: Ms. Seema Sanyal Miss Suzanne Green (Minute Secretary) * Those people whose names are marked with an asterisk were unable to be present and their apologies were noted. Welcome The Chair opened the meeting and thanked the members for attending. Prof. Pauwels explained that she is standing in for this academic year as Chair, and that Matt Craven is likely to return as Chair of the EDC in Membership, Terms of Reference and Procedure for the conduct of meetings 1.1 Appendices A (EDC membership & terms of reference) & B (Procedures for the conduct of meetings) were noted by the committee members. 1.2 The Diversity Advisor suggested that in view of the changes to the equality legislation and the introduction of the Equality Act (2010) the committee should consider whether, rather than renewing all of our separate working groups for disability, gender and race, we should create one working group which will focus on the implications of the Public Sector Equality Duty (PSED) and develop our new objectives for the new Equality & Diversity substrategy. 1.3 The Diversity Advisor further suggested that the Disability Liaison Group continues to have a useful role in bringing together the people from various departments and services who support disabled students, so that group should continue as it is. EDC minutes Chair approved Page 5

6 1.4 There was some concern that this single equalities group could mean that some strands receive less attention. However this was counter-balanced by other concerns about repetition, overlapping interests and the difficulties of finding time to attend several singleinterest groups. The Secretary and Registrar commented that it would be possible to control the meeting structure via the Agenda, as comments had been made by some colleagues regarding their irritation at attending meetings where their particular expertise was not required for most of the meeting. 1.5 Appendix G (Information for the Deans on selecting academic staff for membership of the EDC) was approved. ACTIONS: i. It was agreed to dissolve the Gender Issues Group [GIG] and the Race Action Group [RAG] and to trial the new PSED working group for a period of about one year (until Spring 2013 to allow time for a complete cycle), and then review how this has worked. ii. iii. iv. The membership and terms of reference for the Disability Liaison group (Appendix C) were approved. The membership and terms of reference for the PSED working group (Appendix F) were approved. The former members of the GIG & RAG will be invited to join the PSED working group. v. Appendix G to be passed to the Deans and to the Secretariat Manager. 2. Minutes The minutes of the last meeting of the EDC, held on 21 st May 2011, were approved subject to the following amendments. 2.1 Minute 40: Human Resources Report should read: The HR Director referred to HR s Strategic Plan for 2010/11. This plan had 7 overarching objectives with a corresponding 50 tasks. Of those 50 tasks 44 have been completed or part completed with 6 deferred. EDC recognised the hard work HR had undertaken. [change] 2.2 Minute 44: Date of next meeting is incorrectly numbered, this should be Minute 42. EDC minutes Chair approved Page 6

7 3. Matters arising 3.1 The committee noted the content of Appendix H, which provided a summary of progress against the agreed actions from earlier meetings. The Chair thanked the Diversity Advisor for ensuring the Actions were completed. 3.2 The Student Disability Advisor raised the issue of International students and part time study: currently the UK Borders Agency does not approve visa applications for part time study and this places non-eu disabled students who would like to study part time (e.g. on a Masters / Ph.D. programme where part time study would be allowed for EU students) at a significant disadvantage. This decision appears to discriminate against disabled students and therefore should be a campaigning issue. It was suggested that Marcus Cerny be asked to assist / comment as he has regular contact with the UK Borders Agency on Tier 4 Student Visa issues. ACTION: The Diversity Advisor with Marcus Cerny to follow up with UK Borders Agency on their refusal to approve visas for part time study and which places non-eu disabled students at a significant disadvantage and report back to EDC in Feb Previous Minute 33.ii. Promotions Process Appendices J1 & J2 It was noted that the Report from the School Promotions Panel would go to the Human Resources (HR) Committee. Discussion on the Promotions process was also taken alongside discussions on Academic Promotions at agenda item 6, see minute 6, below. ACTION: HR Director to send the School Promotions Panel report to HR Committee for the Committee s Spring 2012 Meeting. 3.4 Previous Minute The membership of committees The last meeting of EDC included a discussion about the diversity (or perceived lack thereof) of members of the committee. An action point was recorded in response to which the Secretariat Manager reminded EDC that committee members are not representatives of any particular group (with the exception of the Trade Unions). Members are either ex officio or nominated and where nominated, they should be chosen for their skills / interests, not on any personal characteristics (e.g. ethnicity or gender). See also Appendix G. Equality monitoring information is held for each member of staff by HR, but this is not used for monitoring the membership of committees. The Diversity Advisor pointed out that EDC could survey its membership, if members agree, and they could then choose whether or not to provide the necessary information for this purpose. 4. Exams and religious fasting guidance (Appendix K) The Diversity Advisor introduced this paper, which is a second draft, in response to having noted that Ramadan will fall during either the re-sit examination period in September or the main examination period in May during the next few years. EDC minutes Chair approved Page 7

8 The Diversity Advisor noted that it would not be possible to change the whole academic timetable to accommodate such events falling during the examination period. The guidance aims to offer information which individual students can use to make decisions about their own situations. The Director of Academic Development commented that although the wording was relatively weak, it is realistic to use may rather than will or must in describing options. It was reiterated that the earlier in the year students contact the Examination Office to request / raise changes to scheduling of examinations, the more likely it is that they would be to be in a position to help. 5. Five Year trends report: SOAS Student enrolment diversity statistics ( ) The Diversity Advisor introduced this report, picking out highlights from the report, which considered the trends in enrolment data over the five year period from The proportion of mature students at SOAS had decreased, for Undergraduates mature was defined as 21 (and over) years of age, and for Postgraduates this was over 24 years. There was under-recruitment of mature students compared to some of our competitors. There was also a modest increase in the number and proportion of disabled students over the five years, though they remain under-represented compared to the wider population. In terms of ethnicity: the proportion is fairly stable at around 45% of SOAS students from black or minority ethnic [BME] backgrounds per annum. SOAS has a fairly stable proportion of around 60% female and 40% male students per annum. One area of concern was the issue of missing data, usually due to either non-collection of data (especially from Certificate students) or students choosing not to answer, as this could have an effect on funding. The Director of Academic Development confirmed that individuals must disclose their ethnicity on the UCAS application form in order to be included in the School s widening participation activity and monitoring. Action: The Diversity Advisor agreed to provide the five year trends data on drop out rates, which would be of interest to EDC, for the February 2012 meeting. 6. Academic Promotions (Appendices J1, J2 & M) Note 1: A mentor is a more senior academic in the same (or similar) field / discipline who supports a new academic s career development, offers advice and encouragement to apply for promotion and other forms of personal development. Note 2: A coach is a professional helper (not from subject / discipline) who encourages and guides an individual (by questioning and other methods) to be explicit about their career objectives and to discover an effective route to achieve those objectives and overcome any barriers. EDC minutes Chair approved Page 8

9 The Committee considered academic promotions issues at length. There were a number of issues around staff mentoring and coaching. The SOAS mentoring scheme is for new and less experienced academic staff, although there is some mentoring for research staff as well (e.g. in the Faculty of Languages & Cultures all academic staff have a research mentor). The Staff Development Review [SDR] process is a formal opportunity for the reviewer to provide advice and support for the academic promotions process. The Dean and or Head of Department (or other senior staff) can provide further advice informally. The Staff Development Office offers advice and training for mentors, and also runs training for those involved in the SDR process. The Chair reminded the committee that their remit extended only to making recommendations relating to equality and diversity. It was also felt by some members of the committee that the current system does not sufficiently acknowledge academic leadership, for example in the progression from Lecturer to Senior Lecturer. Professor Al Ali and Dr. Easton introduced the paper (Appendix M) written by Dr. Easton, Dr. Amina Yaquin & Dr. Ben Murtagh which included the following suggested action points: For the Faculty / School Promotions Panel: A half-day or one day training course on how to conduct a promotions panel The significance of parity Interviews with the right to attend for promotions applicants Detailed minute taking with a view that this will form part of the feedback given to the applicant. It needs to be transparent with regards to the decision making of the panel especially when flagging up issues such as quantity and quality Review of the faculty promotions panel by an external team and invited nonprofessorial staff from SOAS as observers HR Role To ensure that procedures are carried out properly post panel especially feedback To meet the deadlines advertised on the workflow chart Oversee transparency of procedures and maintain effective management of applications and appeals Professor Al-Ali also raised an issue regarding maternity leave, and suggested that the issue needed to be approached creatively and to look for different models of addressing how maternity leave could be taken and the impact on women s careers. One suggestion was research leave linked to maternity leave to enable female academics to re-enter their career path. Some other HE institutions have adopted different approaches to maternity leave, the Diversity Advisor will collate information on other approaches. Professor Al Ali added that equality & diversity issues run through the entire process of promotions: a) Academic mentoring or lack thereof. EDC minutes Chair approved Page 9

10 b) Encouragement and creation of greater confidence amongst female and BME staff. c) The significance of the Staff Development Review process. d) Lack of clarity in term of promotions criteria and process. e) Appeals procedures are not transparent enough. f) The appeals timeline and process should be defined more closely. Dr Kai Easton addressed issues related to references: she had spoken to several colleagues who believe that the SOAS system for selecting external referees is arbitrary and inconsistent, thus creating a lack of parity between applicants. She suggested that it might be more appropriate and fair to ask all applicants to nominate potential referees from which the Panel could choose. Dr Easton suggested that one potentially useful model to consider is that used by the National Research Foundation in South Africa. This is a national rating system for academics, rather than an institutional promotions panel, the templates for applicants and referees may be worth looking at for comparison: see in full their section Evaluations & Rating which includes the actual forms: For example the referees are required to actually read the research samples submitted with the application and consider their quality, not just to review a list of the applicant s publications. It was also suggested that it might also be useful to see how other organisations put together Panels and forms and their promotions criteria. Professor Stephen Chan spoke of his experience as an academic referee for South African Universities and expressed the view that their processes were not perfect. Some committee members wanted the Promotions Panel to give particular consideration to four key areas: 1. Mentoring & encouraging applications from women and people from BME backgrounds. 2. Impact of maternity leave. 3. Membership diversity / representativeness of the Promotions Panel 4. The possibility of changing the process for selecting referees. The HR Director informed members that any recommendations would be considered by the School s Promotions Panel which in turn reports to the Human Resources Committee. He confirmed that the process for the current year is running on time. A point was made that a considerable amount of national data and analysis is available showing that men are more likely to apply for promotion then women. The SOAS report dated 20 June 2011 from Professor Roger Kain (external observer) was cited which says in my opinion the Governing Body can be confident that the process followed is fair, objective and thorough. [copy of report can be found in the paper Appendix H, Annex 4 of the Human Resources Committee agenda 27 October 2011]. The Committee members were reminded that the promotions process is reviewed and amended each year, and that these adjustments are a valuable part of the process. It was accepted that whilst the process may never be perfect, it could be improved. There was a protracted discussion on how best to make recommendations to the Human Resources Committee, given the difficulties surrounding timescales of the various committee meetings and implementation of any future changes. It was agreed that the recommendations should be referred to the Promotions Panel, who would decide on the best EDC minutes Chair approved Page 10

11 format for taking things forward, which could then come back to EDC for consideration for its February 2012 Meeting. ACTIONS: 6.1 The Chair of EDC asked Prof. Al Ali to attend the Promotions Panel on behalf of EDC, to be held by the end of January 2012, and to use this opportunity to forward appropriate suggestions from Appendix M. 6.2 Promotions Panel to be asked to consider additional changes to the procedures in the four key areas identified by EDC. 6.3 The Diversity Advisor will collate examples of practice reference return from maternity leave from other institutions. 6.4 The HR Director will report back on progress to February 2012 EDC meeting from those members. 7. The Research Excellence Framework Code of Practice (Appendix M2) The committee noted the Code of Practice for the Research Excellence Framework which describes the process by which research active staff who have individual circumstances which limit their work can, if they choose, apply to submit less than the standard four items for the REF Mentoring It was felt that mentoring had been sufficiently covered in the discussions on the Academic Promotions Process, so this item was noted. 9. ECU s Religion & Belief in Higher Education Report (Appendix N) The Equality Challenge Unit report was noted. It includes the first published statistics on religious affiliation for students and for staff in the UK HE sector. 10. Summary Report on the SOAS results from the 2011 National Student Survey (Appendix P) The Director of Academic Development explained the highlights of the National Student Survey, drawing Members attention to the data starting at page 6 onwards. There was concern over the response rate, and the committee were asked for suggestions as to how we could improve this in the future. In response to the survey action plans are being drawn up at School level. For the diversity sub-groups it was suggested that the Student s Union could be asked to help to contact specific groups, for example the Afro Caribbean Society. Data on the National Student Survey has been made available to Heads of Departments. EDC minutes Chair approved 11 Page

12 Action: The Director of Academic Development will explore with the Students Union and others routes by which various sub-groups of students can be approached to encourage them to complete the next NSS. 11. The ECU s report on the experiences of black & minority ethnic staff in Higher Education in England (Appendix Q) The Committee the report from the Equality Challenge Unit which includes evidence of BME staff continuing to experience racism, harassment and bullying. It was agreed that the excerpts from the ECU Report would be referred to the HR Committee. Action: Diversity Advisor to refer the ECU report to the HR Committee. 12. EDC s Autumn term report to Academic Board & Resources and Planning Committee (Appendix R) The Committee approved the report and agreed it can be sent to AB and RPC. Action: Diversity Advisor to pass the report to the relevant committees. 13. Update on the Equality & Diversity Sub-Strategy (Appendix S) The Committee members noted the update on each of the objectives in the E & D Substrategy. The sub-strategy has been in place for three years and is due to be updated by April Action: The Diversity Advisor will pass the E&D Sub-strategy update to the relevant committees. 14. Human Resources Report The Committee received an oral report on recent activities from the HR Director. 15. Diversity Report The committee received the new Equality & Diversity Statement (Appendix T). The Diversity Advisor informed the Committee that the current SOAS policies on each of the diversity strands will be reworked over the forthcoming year into guidance documents. Action: The Diversity Advisor will publish a list of Anti-harassment contacts in due course. 16. Date of next meeting The next meeting of the Committee will be on Tuesday 21 st February 2012 at 13:15 hours in Room 116. Note: no restricted business was discussed at the meeting. EDC minutes Chair approved 12 Page