SAXON WEALD EQUALITY AND DIVERSITY POLICY

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1 SAXON WEALD EQUALITY AND DIVERSITY POLICY First Approved: May 2002 Author: Tom d Auvergne Last Revision: September 2014 Next Review: September Introduction and aims 1.1 This policy sets out our commitment to the values of equality and diversity in all our dealings as a provider of housing, employer, commissioner of contract services and provider of community services. 1.2 Our key aims are to: ensure that all residents are treated fairly and equally; ensure that all employees and job applicants are treated fairly and equally; combat all forms of harassment, including racial and sexual harassment and domestic violence; ensure that access to our services is equitable and fair and that information about them is available and accessible to all. 1.3 Successful implementation of this policy helps Saxon Weald achieve its published value of being committed to equality and acting fairly. 2.0 Definitions 2.1 Equality is about creating fair communities in which people can participate, regardless of who they are. 2.2 Diversity means difference, and therefore relates to recognising individual differences as well as group differences. 2.3 Discrimination is the unfair treatment of a person or group on the basis of one or more aspects of their identity, or because of stereotyped assumptions. 2.4 Protected characteristics were introduced in the Equality Act 2010, nine specific characteristics are protected from discrimination. These are: age,

2 disability (including serious and long term health problems, such as HIV and AIDS as well as mental health conditions) gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, gender and sexual orientation. 2.5 In addition to these, Saxon Weald will not treat anybody less favourably for any reason. 2.6 Harassment is unwanted conduct related to a relevant protected characteristic which has the purpose or effect of violating the other person s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that person. 3.0 Background: 3.1 Legislative requirements: We will comply with all legislation relating to equality and diversity, including: The Equality Act 2010 This Act provides a new cross-cutting framework to protect the rights of individuals and advance equality of opportunity for all. The Protection from Harassment Act 1997 This Act makes provisions for protecting persons from harassment and other similar conduct. The Human Rights Act This Act gives further legal effect in the UK to the fundamental rights and freedoms contained in the European Convention on Human Rights. The Employment Relations Act 1999 (as amended) This Act covers many issues including an employee s entitlement to maternity leave, paternity leave, adoption leave, parental leave and the right to request flexible working arrangements. It also outlaws detriment in employment and affords employees a right not to be unfairly dismissed and to receive a redundancy payment. Civil Partnership Act 2004 This Act gives same-sex couples the ability to obtain legal recognition for their relationship and affords them equal treatment to married couples in a wide range of legal matters. 3.2 Regulatory framework: The Regulatory Framework, published by the Homes and Communities Agency, states that organisations such as Saxon Weald s governance arrangements and approaches to management and service delivery must incorporate and demonstrate principles of equality and diversity, and apply them in a way that is relevant to their organisation s purpose and context The Regulatory Framework goes on to state that it is essential that providers understand tenants needs including those within the equality strands. This

3 requirement is retained from the previous standards framework as a cross-cutting element of the Tenant Involvement and Empowerment standard, which applies throughout the way providers should deliver services and engage with their tenants. 3.3 Best practice: In February 2012, the Department for Communities and Local Government (DCLG) published Creating the conditions for integration, which recommended that the practice of routinely translating documents into foreign languages undermined community cohesion by encouraging segregation. 4.0 Housing and housing services 4.1 We ensure that the services we provide meet the needs of the communities in which we work and that access to those services is fair to all. 4.2 Our offices We ensure that our offices are accessible to people with disabilities and will visit people in their own homes if they have difficulty travelling. 4.3 Allocations We ensure that all applications and allocations for housing are dealt with fairly. We achieve this through a clear and transparent allocations policy, which prioritises lettings on the basis of housing need We aim to ensure that our lettings to BME (Black and Minority Ethnic) households reflect the composition of the communities in which we work and will monitor our performance against this. 4.4 Information We recognise that some of our residents face challenges with communication due to poor literacy levels or learning difficulties. We will use a range of methods to communicate with residents and are committed to the use of plain English Important letters, such as those referring to rent or legal issues, will be translated into a foreign language on request. Following guidance from DCLG, other documents will be provided in English only We also offer information on audio tape, in large print or in Braille. 4.5 Harassment and domestic violence We believe that all of our tenants have the right to live in their homes free from interference or intimidation. We are therefore committed to combating all forms of harassment and have policies relating to harassment, racial harassment and domestic violence Harassment caused by a member of staff will be dealt with via our internal disciplinary procedure and can lead to termination of employment. 4.6 Repairs and maintenance

4 4.6.1 We monitor customer satisfaction levels of completed repairs to ensure our services are not discriminatory. 4.7 Resident Involvement We provide a range of methods for people to be involved in our work to help attract a diverse group of service users We will monitor the ethnic make-up of tenant organisations and encourage membership which is representative of the communities in which we work The Residents Action Panel (RAP) and Service Interest Groups (SIGs) are a key part of our formal resident involvement structure. The SIGs are open to all residents and their members abide by an agreed code of conduct which requires them to act fairly and not discriminate, on any ground, against any other individual or group The RAP comprises the chairs of all SIGs and members are trained in equality and diversity issues. It offers a platform for raising and discussing equality and diversity concerns To ensure that everyone who wishes to attend our recognised residents groups is able to, we will provide reasonable transport expenses and child care costs We will provide community organisations with information about our services to help communicate with harder-to-reach groups and we will publicise information which may be useful to these groups. 4.8 Resident satisfaction We carry out resident satisfaction surveys and monitor satisfaction against the protected characteristics of residents to check that people across these groups are equally as satisfied and that there is no evidence of discrimination. We will investigate any areas where this is not found to be the case. 5.0 Development and Property Maintenance 5.1 Accessible accommodation We build all new developments to an accessible standard in accordance with Part M of the Building Regulations We are responsive to housing preferences and needs when planning new developments and give consideration to cultural and religious sensibilities where appropriate. 5.2 Contractors and consultants We bring our commitment to equality and diversity to the attention of contractors, consultants and any other organisation we work with. We insist that these organisations to support our commitment by including a requirement to uphold our equal opportunities policy as part of our appointment of all contractors and consultants.

5 5.2.2 Any complaint relating to equality or diversity made against a contractor will be fully investigated and, if proven, may result in them being removed from our approved list. 6.0 Employment 6.1 Governance We aim to ensure that our Board of Management is representative of the communities in which we work. We ensure that recruitment to our Board is transparent and fair. 6.2 Recruitment Ideally, our staff should be representative of the communities in which we work. This would lead to an equal balance of male and female and approximately 4% of staff coming from a BME background. Currently, 53% of staff are female and 1% identify as from a BME background We monitor the protected characteristics of all job applicants and those we appoint to ensure our practices do not result in discrimination. We also monitor the makeup of existing staff at different levels across the organisation To ensure that only relevant qualifications and experience are considered when recruiting, each post carries details of the job and skills/experience requirements against which candidates will be assessed fairly. Our selection criteria and procedures ensure that we appoint people solely on the basis of their relevant skills, merits and abilities. 6.3 Training We promote our commitment to equality and diversity by providing relevant training for all staff and Board Members We do not discriminate in the provision of training. A training and development plan ensures that individual training needs are identified and met We will also review career development plans to ensure that all staff are given equal access to opportunities to progress within the company and reach their highest potential. 6.4 Staff satisfaction We undertake regular staff satisfaction surveys and monitor whether satisfaction levels are similar across all groups. We will investigate thoroughly where this is not found to be the case. 6.5 Staff behaviour Saxon Weald has adopted the National Housing Federation s Conduct becoming: A model code for board members, staff and involved residents as a staff code of conduct. This is a national code designed to help organisations achieve the highest standards of conduct.

6 6.5.2 A key principle of this code is that all people involved in Saxon Weald, as staff, board members, or involved residents, must treat others with respect at all times. This principle states that everybody must not harass, bully or attempt to intimidate any person Failure to follow this code constitutes a serious disciplinary offence. 6.6 Working arrangements We will provide suitable access for staff with disabilities throughout our offices. We will also provide any adapted equipment necessary to meet their needs Working arrangements will be flexible where possible, taking into account the needs of the business, as well as staff members responsibilities for dependants and their personal circumstances. 7.0 Policies 7.1 Saxon Weald will carry out Equality Impact Assessments on new and reviewed policies with a direct effect on residents to: eliminate discrimination tackle inequality develop a better understanding of the community we work in target resources effectively adhere to the transparency and accountability element of the Public Sector Equality Duty 7.2 All policies will include a section related to equality and diversity, committing us to abide to the requirements of this policy. The wording of the statement can be found in section Value for Money 8.1 Translation services will mirror current guidance issued by the DCLG. Routine documents, not relating to rent will not be translated 8.2 We will fully implement an equality and diversity policy, ensuring all stakeholders are treated fairly and we will aim to deliver a positive social impact on the work Saxon Weald does. 8.3 We will demonstrate that Saxon Weald does not discriminate on any grounds contained within the Equality Act 2010, this controls the risk of charges of discrimination against us. 9.0 Monitoring and review

7 9.1 All policies and procedures will be kept under review to ensure that they do not operate contrary to our equality and diversity policy. 9.2 This policy will be reviewed every three years in accordance with the company s policy review timetable or in the interim period if any legislative or regulatory changes require it Equality and diversity 10.1 Saxon Weald aims to achieve equality of opportunity in relation to the services we provide as a landlord and as an employer. This means that no person or group seeking housing, jobs or contracts with us will be treated less favourably because of their or their partner s, family s, friend s or associated person s protected characteristics. In law, protected characteristics specifically cover: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. In addition to these, Saxon Weald will not treat anybody less favourably for any reason which causes a person to be treated with injustice.