Equality Impact: Screening and Assessment Form

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1 Equality Impact: Screening and Assessment Form Section 1: Policy details - policy is shorthand for any activity of the organisation and could include strategies, criteria, provisions, functions, practices and activities including the delivery of our service. a. Name of policy or practice (list also any linked Introduction of on line recruitment portal policies or decisions) b. Name of department HR&OD c. Name of Lead Ruth Cardwell Moore d. Equality Impact Assessment Team [names, job Ruth Cardwell Moore, Recruitment Manager roles] Euan Malcolm, Recruitment Assistant e. Date of assessment September 2016 f. Who are the main target groups / who will be All individuals applying for posts within the Scottish Ambulance Service affected by the policy? (internal and external) g. What are the intended outcomes / purpose of the Improved administrative capability and overall improved candidate experience policy? h. Is the policy relevant to the General Duty to Yes All three. eliminate discrimination? advance of opportunity? foster good relations? If yes to any of the three needs complete all sections of the form (2-7) May 2013 Page 1 of 12

2 Details of consultations - where, who was involved Consultations with current users to identify any known issues (Fire Service and councils). Pre-Implementation - Process to be tested with previous SAS applicants subsequently employed to compare and contrast with previous manual system. An on line survey will be issued to previous users to test system access and access issues. Post Implementation - All users will be sent satisfaction survey for 12 months following implementation to continually review system and amend as necessary. Protected Age Disability Gender reassignment Gender / sex Marriage / civil partnership * Pregnancy / maternity Race Religion / belief Sexual orientation Cross cutting - e.g. health inequalities, people with poor mental health, low incomes, involved in the criminal justice system, those with poor literacy, are homeless or those who live in rural areas. Other? Available evidence b. Research and relevant information The current system is very manual and does provide an easy access to roles within the Service. The new system is intended to increase the ease of access for all. There are also technological issues due to increase in the variety of applicant s personal IT hardware and software. For example, the previous application process was incompatible with Apple products or older version of Adobe. The new system has been tested across all platforms, again ensuring ease of access May 2013 Page 2 of 12

3 c. Knowledge of policy lead d. Equality monitoring information -- including service and employee information e. Feedback from service users, partner or other organisations as relevant In the last year, the recruitment team have placed over 800 individuals into roles. Vacancies attract varying levels of applicants but for Ambulance Technician alone, the Service has received over 3000 applicants. Data collection is manual and therefore time-consuming with the potential for errors. The new database will automatically collect equal opportunity data at the point of application, reducing administration and allowing for quicker and more reliable reporting. Feedback on the current system is anecdotal, with generally applicants and managers feeling the system in not fit for purpose. f. Other g. Are there any gaps in evidence? Please indicate how these will be addressed Gaps identified Measure to address these; give brief details. Further research? Consultation? Other Note: specific actions relating to these measures can be listed at section 5 May 2013 Page 3 of 12

4 Section 3: Analysis of positive and negative impacts Please detail impacts in relation to the three needs specifying where the impact is in relation to a particular need - eliminating discrimination, advancing of opportunity and fostering good relations Protected Age i. Eliminating discrimination ii. Advancing of opportunity iii. Fostering good relations More reliable capture of data in more readily accessible format Improved data available to inform other E&D policies, E.g. Previous only actual applicant data could be captured, under new system, registered users can be measured therefore widening our understanding of applicants. As the data is automatically populated by the individual themselves there is also less chance of human error. A wholly on line system could discourage older users from applying. All data electronic, with no hard copy back up, therefore potential for data loss. Current advertising has been largely restricted and SHOW (although some targeted advertising with specific groups is taking place e.g. Scottish Disability Equality Forum and groups who have disabilities) thus capturing only those actively seeking an NHS role. Advertising all posts across a generic advertising portal, will capture a wider section of candidate not necessarily consciously targeting the NHS. On line system may encourage younger more IT literate candidates to apply Disability The automated system has been tested and certified as fully compliant with the World Wide Web May 2013 Page 4 of 12

5 Consortium (W3c) Web Content Accessibility Content accessibility guidelines 2.0. As system is fully on line, users can alter font size or alter the visual appearance of the browser. Full details of accessibility and standards can be found on JIG response is more easily captured and applicants who have elected to be part of the scheme can be highlighted to managers more easily. It will also allow for the recruitment team to readily have information available to proactively contact applicants who have elected to be part of the scheme to offer support to attend interview. More reliable capture of data in more readily accessible format to enable robust analysis. Simplified application process that directs applicant through each application step by step, with appropriate explanation and clarification at each stage may help those requiring extra support Database account, means that individual data only needs to be entered once for multiple applications, thus reducing repetition of data entry. Gender reassignment On line system could discourage disable users from applying All data electronic, with no hard copy back up, therefore potential for data loss. This will be mitigated be running more regular data reports. More reliable capture of data in more readily accessible format May 2013 Page 5 of 12

6 Improved data available to inform other E&D policies, E.g. Previous only actual applicant data could be captured, under new system, registered users can be measured. Gender / Sex All data electronic, with no hard copy back up, therefore potential for data loss This will be mitigated be running more regular data reports. More reliable capture of data in more readily accessible format Improved data available to inform other E&D policies, E.g. Previous only actual applicant data could be captured, under new system, registered users and site hits can be measured. All data electronic, with no hard copy back up, therefore potential for data loss. This will be mitigated be running more regular data reports. Marriage / civil partnership More reliable capture of data in more readily accessible format Improved data available to inform other E&D policies, E.g. Previous only actual applicant data could be captured, under new system, registered users can be measured. May 2013 Page 6 of 12

7 Pregnancy / maternity All data electronic, with no hard copy back up, therefore potential for data loss. This will be mitigated be running more regular data reports. More reliable capture of data in more readily accessible format Improved data available to inform other E&D policies, E.g. Previous only actual applicant data could be captured, under new system, registered users can be measured. Externally hosted web page will also allow internal staff on maternity / paternity leave to keep up to date with vacancies and to apply whilst away from work. Race All data electronic, with no hard copy back up, therefore potential for data loss. This will be mitigated be running more regular data reports. More reliable capture of data in more readily accessible format Improved data available to inform other E&D policies, E.g. Previous only actual applicant data could be captured, under new system, registered users can be measured All data electronic, with no hard copy back up, therefore potential for data loss. This will be mitigated be running more regular data reports. May 2013 Page 7 of 12

8 Religion / belief Sexual orientation More reliable capture of data in more readily accessible format Improved data available to inform other E&D policies, E.g. Previous only actual applicant data could be captured, under new system, registered users can be measured. All data electronic, with no hard copy back up, therefore potential for data loss. This will be mitigated be running more regular data reports. More reliable capture of data in more readily accessible format Improved data available to inform other E&D policies, E.g. Previous only actual applicant data could be captured, under new system, registered users can be measured. All data electronic, with no hard copy back up, therefore potential for data loss. This will be mitigated be running more regular data reports. Cross cutting - e.g. health inequalities people with May 2013 Page 8 of 12

9 poor mental health, low incomes, involved in the criminal justice system, those with poor literacy, are homeless or those who live in rural areas. Other Simplified application process that directs applicant through each application step by step, with appropriate explanation and clarification at each stage may help those requiring extra support. Individual account database allows for data to be submitted, reviewed and checked before application actually made. Allows for those requiring extra support to seek this from family and friends before applying. System accessible on all operating systems and across PC, tablets and phones. This is not currently universally or robustly available. Wholly on line system may disadvantage those with a lack of robust broadband or PC access Note: specific actions relating to these measures can be listed at section 5 Mitigation Concerns over current technical issues with anonymisation mean that full manager automation will NOT be implementation until this can be robustly tested. Manual redaction will continue in the meantime. To avoid loss of data, reports will be run quarterly (monthly) rather than annually. Disabled applicants will still be able to request application forms in alternative formats, e.g. large scale, Braille or verbal applications May 2013 Page 9 of 12

10 Detailed user guides will be available to ensure candidates are able to use system effectively Section 4: Addressing impacts Select which of the following apply to your policy and give a brief explanation - to be expanded in Section 5: Action plan Reasons a. No major change - the EQIA shows that the policy is robust, there is no potential for discrimination or adverse impact and all opportunities to promote have been taken The systems has been in use by all 32 local councils for several years. It is well tested and robust. Concerns of on line process discouraging some candidates or lack of computer access restricting lower income groups from applying are as current. However, whilst still a concern, the simplification of the new system compared to the current manual system is expected to decrease the possible risk. May 2013 Page 10 of 12

11 Section 5: Action plan Please describe the action that will be taken following the assessment in order to reduce or remove any negative / adverse impacts, promote any positive impacts, or gather further information or evidence or further consultation Action Output Lead responsible Protected characteristic / cross cutting issue* User guides Users are provided with as much information as RCM All Alternative application process Automation of anonymisation possible to ensure effective use of system Candidates with communication support needs will continue to have alternative application process Full automation of manager capability will NOT be utilised until technical issues with anonymisation can be resolved. Manual system of redacting will be used until this can be satisfactorily implemented. Once full automation is available a programme of tutorials for recruiting managers will be scheduled as and when required. RCM RCM Disability Race, Sex * list which characteristic is relevant - age, disability, gender reassignment, gender / sex, marriage and civil partnership, pregnancy and maternity, race, religion / belief, sexual orientation or cross cutting issue e.g. poor mental health, illiteracy etc May 2013 Page 11 of 12

12 Section 6: Monitoring and review Please detail the arrangements for review and monitoring of the policy Details a. How will the policy be monitored? Provide dates Ongoing user satisfaction / feedback survey for at least 12 months after as appropriate implementation b. What equalities monitoring will be put in place? Equality monitoring routine will remain unchanged c. When will the policy be reviewed? Provide a March 2018 review date. Section 7: Sign off Please provide signatures as appropriate Name of Lead Title Signature Date Completed form: copy of completed form to be retained by department and copy forwarded to Equalities Manager for publication on Service website Provide date this was sent May 2013 Page 12 of 12

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