Athena ICG. Daniel Thomas - ICG - January Athena ICG

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2 AS Self-Assessment Team Holly Green (support staff) Katarina Markovič (postdocs) Karen Masters (staff) Michael Tarr (students) Daniel Thomas (staff) David Wands (director)

3 What is Athena SWAN? The Athena Project was a national Science, Technology, Engineering, Maths and Medicine (STEMM) diversity project, which ran from 1999 to Athena - goddess of wisdom, craft, war 'Advance and promote the careers of women in science, engineering and technology in higher education and research and to achieve a significant increase in the number of women recruited to top posts in the UK'. Set up by women in the academic science community, for women in the academic science community. The Athena Forum was established in 2007/8 and is an independent committee. Athena Project and Scientific Women s Academic Network (SWAN) produced a charter in 2005.

4 What is Athena SWAN? The Athena Project was a national Science, Technology, Engineering, Maths and Medicine (STEMM) diversity project, which ran from 1999 to Athena - goddess of wisdom, craft, war 'Advance and promote the careers of women in science, engineering and technology in higher education and research and to achieve a significant increase in the number of women recruited to top posts in the UK'. Extended including arts, humanities, social sciences, business, law (AHSSBL). Professional and support staff. Transgender. Will extend to racial diversity in future too?

5 What is Athena SWAN? Equality Challenge Unit (ECU) Organisation with the aim to advance diversity and equality in Higher Education Institutions (HEI) ECU s equality charters enable organisations to apply for an award recognising their commitment to, and progress on, equality and diversity, particularly in race and gender. HEFCE funded (Higher Education Funding Council for England) Support for universities Self-assessment Peer review

6 Athena SWAN webpage

7 Why? Fact: lack of women in STEM subjects ( leaky pipeline ). Support diversity. Openness, fairness, a transparency at workplace. Athena SWAN actions benefit everybody Also: loss of workforce, potential funding implications

8 Leaky pipeline Percentage of women among Graduates PhDs Postdocs Lecturers Readers Professors

9 Athena SWAN application Letter of endorsement from head Self-assessment process (AS SAT) Picture of the department (staff and student gender stats) Supporting and advancing women s careers Key career transition points, promotion and career development Induction and training, support for female postgraduate students Organisation and culture Fixed-term and permanent contracts, workload model Timing of departmental meetings, culture Outreach activities Flexibility and managing career breaks Action plan

10 Picture of the ICG! Table'1'Academic!and!research!staff!at!the!ICG!as!of!November!2015!! Women! Men! %Women!! ICG! %Women!! RAS!benchmark! Professors! 1! 5! 17%! 7%! Readers! 1! 4! 20%! 16%! Research!staff! 7! 14! 33%! 27%! PhD!students! 5! 18! 22%! 34%!!

11 Picture of the ICG! Table'4'Gender!statistics!of!academic!and!research!staff!for!2012U2015.!! 2012U2013! 2013U2014! 2014U2015!! M! F! %F! M! F! %F! M! F! %F! ICG! 24! 7! 23%! 21! 4! 16%! 23! 10! 30%! Faculty!of! Technology!! STEM!subjects! at!university! 147! 49! 25%! 151! 46! 23%! 163! 51! 24%! 381! 219! 37%! 385! 219! 36%! 398! 226! 36%!! Table!5!further!splits!the!numbers!of!Table!4!according!to!position!by!grade!(grade!6! Table'2!Postgraduate!gender!statistics!of!research!degrees.!! 2012U2013! 2013U2014! 2014U2015!! M! F! %F! M! F! %F! M! F! %F! Postgraduates! 16! 4! 20%! 17! 2! 11%! 16! 4! 20%! As!can!be!seen!from!Table!2,!between!two!and!four!female!PhD!students!held!student

12 PhD recruitment!!

13 Staff recruitment

14 Action plan Athena SWAN Institutional Action Plan for the Institute of Cosmology and Gravitation Objective 1: Improve the recruitment of female staff and graduate students Actions/Activities Planned Impact Success Measures and Performance Indicators Strategic Responsibility 1.1. Encourage female applicants Staff to approach suitable female candidates Work closely with the SEPnet equality and diversity officer Advertise in sites targeting diverse audiences (e.g.women in Astronomy Mailing List(s), Facebook Equality and Diversity in Physics Group) 1.2. Wording in job advertisements Make job advertisements more attractive to women (in general) Use HR software (TextIO) to check language for gendered terms 1.3. Selection procedures Require appropriate gender balance of academic/research staff on selection panels Panels required to shortlist at least one woman, within job requirements Involve female members of staff visibly in the PhD interview days Ensure that no group of PhD applicants invited to interview on a given day includes a sole woman Increased fraction of applications from women Increased fraction of women recruited Increased fraction of applications from women Increased fraction of women recruited Ensure fairness of selection process Give applicants female academic/research staff role models to meet Increase fraction of women in shortlists and offers Give PhD applicants female academic/research staff role models to meet Increase fraction on women accepting studentship offer At least 2 appropriate female candidates approached per open research staff position Annual meeting with SEPnet diversity lead to provide advice on PhD recruitment Jobs advertised in venues targeting diverse audiences Job advertisements meet current equality and diversity standard TextIO (or equivalent software) deem ad as strong All selection panels for Grade 8+ positions are gender balanced Selection panels for Grade 6/7 gender balanced where possible Record of shortlists, recruitment committee, and other staff involved Record of PhD interview invitations Chairs of selection panels PhD admissions officer Chairs of selection panels ICG directors AS lead PhD admissions officer Timeframe March 2017 October 2016 March 2016

15 Action plan 1.4. Additional training of staff All academic staff and all staff involved in recruitment and selection will take training against unconscious bias 1.5. Make ICG attractive to women Offer basic dual career information to the recipients of offers Provide an additional point of contact for female candidates at the interview stage to talk to about department culture Develop an informal website with information about working at the ICG and living in Portsmouth Put more (gender balanced) photos of ICG employees on website Offer point of contact for advice on childcare and schools in Portsmouth 1.6. Survey candidates about application/interview process Seek feedback from shortlisted candidates with regards to process Follow up reasons for declined offers 1.7. Reporting/review of staff recruitment Staff recruitment gender balance annually reviewed All staff conducting recruitment to monitor the gender balance at every decision point and provide report at the end of recruitment process Panels required to provide a detailed assessment of shortlisting process in case no woman has been shortlisted. Ensure unbiased recruitment process Increase fraction of women applying and accepting (conversion) Improve understanding of patterns seen in recruitment (especially lower conversion rates of women relative to men) Increased understanding of gender balance statistics More effective identification of potential issues Unconscious bias training completed by all relevant staff Information pack for applicants contains relevant information Website updated Record of contact between candidates and ICG staff for each position Collated statistics from feedback form and reasons for declined offers Reports of recruitment processes for all staff positions Detailed assessment in all cases where no woman on shotlist Gender balance in reports and annual review ICG directors AS lead ICG directors AS SAT ICG webmaster PhD admissions officer Postdoc and PhD admissions officers AS SAT Chairs of selection panels AS SAT October 2016 March 2017 October 2017 October 2017

16 Action plan Athena SWAN Institutional Action Plan for the Institute of Cosmology and Gravitation Objective 2: To enhance the career development and progression of female academic and research staff Actions/Activities Planned Impact Success Measures and Strategic Performance Indicators Responsibility 2.1. Leadership Foundation Aurora Programme Eligible female staff in the ICG to be supported in applying for Leadership Foundation Aurora programme for women Encourage senior female staff to consider being role models for LFA 2.2. Provide mentors to all research staff and students Research staff and students to choose mentor Mentor to schedule at least one annual meeting with mentee Mentors to attend mentor training 2.3. Promotions and turnover Inform academic and research staff about the University s promotion criteria and process Line manager to hold exit interview in order to record reasons for leaving and leaver destinations Record and monitor gender balance in lengths of contract, contract extensions and bridging support Support career development and progression of female staff Equal opportunity for CPD Perception of research staff about mentoring and networking opportunities Support career progression of all staff including women Understanding of gender balance in turnover, promotion and contracts Eligible staff participation in LFA programme (at least 50%) Senior female staff act as role models (either internally or at LFA) All staff have mentor assigned Meetings between mentor and mentee recorded (at least one per year) Mentor training recorded Record of dissemination of information via Record of PDRs Staff survey results (80% of female and male staff show understanding of promotion criteria) Record of numbers available Record of exit meetings Timeframe ICG directors October 2016 ICG postdoc officer PhD admissions officer AS lead ICG directors Line managers AS SAT October 2016 March 2017

17 Action plan 2.4. Development and networking opportunities Monitor the gender balance in the take up of effective Performance and Development Review Uptake of staff training and development will be monitored Monitor and encourage female staff and students specifically Keep staff and students informed about opportunities 2.5. Additional support for ICG members with caring responsibilities Encourage the use of Keep in Touch days for those on parental leave Continue to provide support with childcare costs associated with conference travel Inform staff about new shared maternity/paternity leave scheme Inform staff about family friendly entitlements including adoption leave and pay, childcare vouchers, maternity leave and pay, paternity leave and pay, parental leave, time off for dependents, and the right to request flexible working Support career progression of all staff including women Gender balanced uptake of opportunities for career development Facilitate and foster career of staff with caring responsibilities Support women s careers 100% uptake of PDR Record and statistics of staff training uptake available (including gender balance) Dissemination of information via and Induction Record of PDRs Recorded use of conference travel grants (gender uptake monitored) Keep in Touch days used where appropriate Dissemination of information by , Induction and PDR Line managers AS SAT AS SAT lead ICG directors Line managers AS SAT lead October 2016 March 2017

18 Action plan Athena SWAN Institutional Action Plan for the Institute of Cosmology and Gravitation Objective 3: Implementation of transparent and flexible workload management Actions/Activities Planned Impact Success Measures and Performance Indicators Strategic Responsibility 3.1. Teaching and meeting schedules Family and caring responsibilities to be taken into account for teaching timetabling ICG seminars and group meetings throughout the week are all scheduled to take place at times between 10am and 4pm 3.2. Equitable and transparent distribution of workload and committee membership ICG academic staff workload model to be created ICG research staff workload report to be created Inclusion of AS SAT in workload model Ensure appropriate gender balance on committees 3.3. Flexible working Rules for formal flexible working requests communicated to ICG staff and PhD students Local guidelines to be set and communicated to staff and students Make sure that managers are aware and communicate guidelines to staff Facilitates engagement of staff with caring responsibilities Workload distributed fairly Gender balance in workload Equality opportunity for committee membership Women are engaged in proportion to their numbers Clarity on rules for flexible working Flexibility for staff with caring responsibilities Staff teaching constraints used in timetabling All ICG group meetings between 10am and 4pm Staff perception on timetabling in survey (at least 80% positive response from both genders) Workload model in place for academic staff (AS SAT included) Workload reports for research staff Gender balance on committees Induction material Set of local guidelines available and communicated ICG staff aware of rules and guidelines Staff survey results: at least 80% of female and male staff confirm that manager supportive of flexible working ICG directors ICG seminar organiser ICG directors Postdoc officer AS lead ICG directors Line managers AS SAT Timeframe March 2016 October 2016 March 2017

19 Action plan Athena SWAN Institutional Action Plan for the Institute of Cosmology and Gravitation Objective 4: To foster the culture of gender equality Actions/Activities Planned Impact Success Measures and Strategic Performance Indicators Responsibility 4.1. Equality & Diversity training All ICG academic and research staff members and students required to undertake equality and diversity online training Staff with management duties required to attend University workshop on anti harassment and bullying Dissemination of anti harassment policy to all staff and students in Induction and by ICG seminar Commitment to make at least 30% of external speaker invitations to women 4.3. Athena SWAN Conference ICG staff and students encouraged to attend annual University wide Athena SWAN Conference Attendance of ICG members to be recorded Foster a culture of inclusion Awareness of contact points in case of harassment of bullying Line managers trained to deal with cases of harassment and bullying Increase fraction of female speakers Provide female role models in the working environment Create environment of gender equality Raise awareness about challenges for women in STEM and other male dominated subject areas Enrolment and completion of E&D training course by all staff and students All managers have attended workshop Policy in Induction documents on anti harassment and bullying policy sent Record of seminar invitations (at least 30% to women) Record of attendance at Athena SWAN conference Attendance target: 30% of ICG members ICG directors AS SAT lead ICG seminar organisers ICG directors AS lead Timeframe October 2016 October 2016 March 2016

20 Action plan Athena SWAN Institutional Action Plan for the Institute of Cosmology and Gravitation Objective 5: To encourage girls into STEM subjects via outreach and to present positive role models to the public Actions/Activities Planned Impact Success Measures and Performance Indicators Strategic Responsibility 5.1. Special events Increased recruitment of girls Events run (and evaluated) ICG to participate in the Pilot year of into A level physics and under the SEPnet Physics It s the Physics it s for Me programme degree courses in physics for Me theme (part of the SEPnet Outreach Outreach strategy). Coordinator Incorporate our mentoring group for local female A level physics students, with plans to involve them in innovative outreach to younger girls Training All regular outreach volunteers to be trained in unconscious bias Equitable delivery of outreach activities allowing for diversity Enrolment and completion of unconscious bias training for all regular outreach volutneers Outreach Coordinator Timeframe October 2017 October Role models Involve female role models in outreach events Involve more female undergraduates in outreach events Ensure that School Physicist of the Year awards always involves at least one female member of academic or research staff Unbiased perception of STEM subject areas Increased recruitment of girls into A level physics and degree courses in physics. Participation in outreach events recorded Female undergraduates involved At least one female academic or research staff member present at School Physicist of the Year awards Athena SWAN lead Outreach Coordinator Outreach officer March Monitoring of gender balance Track the gender balance of children and young people attending ICG outreach events Track gender balance of outreach volunteers and discuss in annual ICG outreach report Outreach and public engagement activity included in workload model Achieve gender balance in participants at ICG outreach events Understanding of gender balance of young attendees Fair allocation of outreach workload Gender data in annual outreach report Workload model includes outreach activity Outreach Coordinator Outreach officer October 2016

21 Action plan - summary Recruitment E&D + unconscious bias training Aim for gender balance on panel Approach 2 female candidates Shortlist one woman Produce report about process Career development Enforce PDR and mentoring (once a year) Mentor training Exit interviews Management Transparency Gender balance on committees Family friendly meeting slots (9-4) Flexible working (local guidelines) Culture Anti-harassment&bullying training 30% female invitations to seminar Participation in Athena SWAN conference (30% target) Outreach Gender balance in activities Women as role models AS SAT Reports through MC and directly Annular presentation and newsletters Staff culture surveys

22 Future ICG Bring action plan into action Re-organise Athena SWAN Self-Assessment Team Work for Silver application in November 2018 Which path leads to Silver? 1 2 3