EQUALITY COMMISSION FOR NORTHERN IRELAND

EQUALITY COMMISSION FOR NORTHERN IRELAND Public Authority 2013 2014 Annual Progress Report on: Section 75 of the NI Act 1998 and Section 49A of the Disability Discrimination Order (DDO) 2006 This report template includes a number of self assessment questions regarding implementation of the Section 75 statutory duties from 1 April 2013 to 31 March 2014 (Part A). This template also includes a number of questions regarding implementation of Section 49A of the DDO from the 1 April 2013 to 31 March 2014 (Part B). Please enter information at the relevant part of each section and ensure that it is submitted electronically (by completing this template) and in hardcopy, with a signed cover letter from the Chief Executive or, in his / her absence, the Deputy Chief Executive to the Commission by 31 August 2014. In completing this template it is essential to focus on the application of Section 75 and Section 49. This involves progressing the commitments in your equality scheme or disability action plan which should lead to outcomes and impacts in terms of measurable improvement for individuals from the equality categories. Such outcomes and impacts may include changes in public policy, in service provision and/or in any of the areas within your functional remit. Name of public authority (Enter details below) Office of the Civil Service Commissioners Equality Officer (Enter name and contact details below) S75: Lynne Curran Room 105, Stormont House, Stormont Estate Belfast, BT4 3SH DDO (if different from above): 1

Part A: Section 75 Annual Progress Report 2013-2014 Executive Summary What were the key policy / service developments made by the authority during this reporting period to better promote equality of opportunity and good relations and what outcomes were achieved? The Civil Service Commissioners for Northern Ireland are fully committed to promoting equality of opportunity and good relations in all areas of their work in line with Section 75 of the Northern Ireland Act 1998. The Commissioners primary role is to regulate appointments to the Northern Ireland Civil Service (NICS) to ensure these are made on merit and on the basis of fair and open competition. Appointments to the NICS must be made in line with the expectations set out in the Commissioners Recruitment Code. Commissioners audit NICS recruitment policies and practices followed in making appointments to the NICS to establish whether the Recruitment Code is being observed. Commissioners are committed to continuing to work in close partnership with all key stakeholders to uphold the Merit principle and promote public confidence in NICS recruitment. The Commissioners 2013/14 Business Plan included an objective to fulfill effectively all statutory equality responsibilities and encourage the NICS to promote diversity, equality and good relations via the recruitment process. During this reporting period, Commissioners continued to use their template to ensure that Human Rights issues were considered in their decision making processes. Regulation & Improvement Forums In March 2014 Commissioners presented a series of Regulation & Improvement Forums with delegates invited from the civil service, other public sector organisations, the education sector and other regulatory bodies, including the Equality Commission. A key target group for engagement was academia, particularly Head Teachers, Universities 2

Careers Guidance Staff and Lecturers. A key focus of the Forums was to promote Commissioners regulatory role and public confidence in the NICS recruitment practices and processes. As one of the largest public sector employers in Northern Ireland it is important that the civil service is perceived as an employer of choice and that it seen as inclusive and reflective of the diverse community it serves. As regulators, Commissioners consider they can contribute to this goal. The Forums were an opportunity for them to engage with a wide range of key influencers and / or potential applicants about our important role in ensuring that appointments to the NICS are made in fair and open competition and that the widest pool of applicants is attracted to apply for jobs in the civil service. Commissioners also developed a leaflet outlining their roles and responsibilities and this has been widely circulated to the education sector, the civil service and public sector and regulatory bodies to help promote awareness of our statutory role. As regulators, seeking opportunities to engage with a range of key stakeholders is important in promoting greater awareness of our independence and regulatory role. Monitoring the Recruitment Code Audit is one of the primary regulatory tools available to Commissioners to establish whether or not the expectations of the Recruitment Code are being observed during NICS recruitment. It presents an important independent challenge function, the primary aim of which is to seek assurance that the Merit Principle is being upheld. Approach to Audit During 2013/14 Commissioners appointed a part-time in-house resource dedicated to managing the audit function on their behalf. Commissioners have also established a framework for Commissioner led audits to be used to assist NICS in improving its recruitment and selection methods to embrace Section 75 Groups. Commissioners have a duty to ensure audits are undertaken to: 3

Establish the extent to which the Recruitment Code and its principles are being observed in both the interpretation and application of the Merit Principle; Ensure it is an effective and accepted mechanism to drive sustained improvement; Ensure that the permissive nature of the Recruitment Code does not reduce the Commissioners ability to audit and regulate recruitment to the NICS; and Inform the publication of recruitment- related information. A desk top compliance review was undertaken to consider the extent to which the application of processes connected to job analysis, attracting candidates, selecting and assessing candidates and appointing candidates is consistent with upholding the Merit Principle. The desk top compliance review was completed in early 2013 and eleven recommendations were made to the NI Civil Service. Ten of the recommendations were accepted and nine are currently being implemented by the NICS central team HR Team Corporate HR (CHR). A copy of the final report is available from our website. Commissioners are pleased to report the NICS responded very positively to the review. Improvements to the selection and recruitment process as a result of this report include: the review of job analysis, documentation in relation to vacant posts, consideration given to use of the wider and more innovative selection methodologies, new documentation for recording conflict of interest at all stages of the recruitment process and new procedures for obtaining feedback from candidates. Chairing Senior Civil Service (SCS) Competitions Throughout the reporting period, Commissioners continued to undertake the role of panel chair for all external competitions for appointments to the Senior Civil Service (SCS). Although not part of their statutory function this, nevertheless, enabled Commissioners to oversee the process and ensure fairness and commonality of approach. It has proven to be an effective means of promoting the Merit Principle and of ensuring that the recruitment principles are upheld. 4

Senior Civil Service (SCS) 4-Stage Authorisation Process During the year, the Secretariat continued to scrutinise key documentation for all SCS competitions, on behalf of Commissioners, to ensure that the NICS fully complied with the agreed SCS 4-stage authorization procedures. Code of Ethics In 2013/14, Commissioners introduced revised guidance documentation in relation to appeals made to them by NICS staff under the Code of Ethics. The aim of the revised guidance was to explain more clearly our role and remit in relation to civil servants who wish to bring a concern/appeal under the NICS Code of Ethics and provide greater clarification in terms of what would and would not be considered a case under the Code. Commissioners are pleased to note that following publication of the guidance material, the NICS made these documents available on the HRConnect website, which is accessible by all staff in the NICS. In the reporting year there was one Code of Ethics case accepted as an appeal by Commissioners. A total of two concerns were raised with Commissioners for consideration under the Code of Ethics; one of these related to HR management issues and was not accepted for investigation by Commissioners under the Code; the second was accepted as an appeal but after careful consideration Commissioners concluded there had been no breach. Meetings with the NICS Commissioners held meetings with the Head of the Civil Service and Permanent Secretaries to discuss strategic recruitment and selection issues in the context of the Recruitment Code. Commissioners and Secretariat had regular meetings with senior representatives of Corporate Human Resources (CHR) to discuss 5

issues of concern and help inform and shape recruitment policy and encourage best practice. At meetings held with NICS representatives, Commissioners continued to seek to use our influence to encourage the NICS to take proactive measures to promote diversity, equality of opportunity and good relations throughout all stages of the recruitment process. Commissioners consider this to be critical if the NICS is to be as reflective as possible of the community it seeks to serve and believe that using their influence makes a positive contribution in this area. Secretariat The Secretariat includes targets relating to equality duties and responsibilities in their forward job plans which are reviewed bi-annually. Staff also identify training needs aimed at raising their awareness of their statutory duties and attend seminars, as appropriate to ensure they are informed about any developments in relation to Section 75 duties. Raising awareness and understanding The Secretariat welcomed four new members of staff during the reporting period; equality and diversity were an integral part of their induction process to ensure awareness of current requirements. Commissioners also continued to take advice from NISRA about the implementation of the Statistics and Registration Act 2007 and the implications of this for Commissioners. Disability Action Plan The Disability Action Plan continues to be reviewed after publication on the Commissioners website. Commissioners continue to honor their commitments in the current Disability Action Plan which sets out measureable actions to promote positive attitudes towards disabled people and encourage participation by disabled people in public life. 6

What are the main initiatives planned in the coming year to ensure the authority improves outcomes in terms of equality of opportunity and good relations for individuals from the nine categories covered by Section 75? A Business Plan for 2014/15 was prepared by Commissioners building on the strategic direction set out in its three year plan. All objectives, targets and actions contained within the plan have been developed to support Commissioners in fulfilling their statutory responsibilities which are to uphold the principle that appointment to posts in the NICS should be on merit on the basis of fair and open competition and to safeguard ethics within the NICS. Strategic issues of focus for Commissioners during this period include: Being an exemplary regulator; guarding the Merit Principle; promoting equality and diversity; and examining complaints under the NICS Code of Ethics thereby promoting public confidence in recruitment to the NICS; Ensuring the work of the Commissioners is led strategically, in order that they can fulfil effectively their role and responsibilities Securing, deploying and accounting skilfully and effectively for the financial and other resources made available to Commissioners; and Striving for innovation and continuous improvement in the working methods, systems, and procedures adopted by Commissioners in discharging their statutory role and responsibilities. Commissioners have a specific objective in the 2014/15 Business Plan to fulfil all statutory equality obligations as a public authority in line with Section 75 of the NI Act 1998. A target has also been agreed to promote equality, diversity and good relations via the NICS Recruitment Process. Specific actions to achieve this target include: By end of August 2014, we will submit to ECNI an Annual report on the implementation of the Commissioners 2013/14 Equality Plan and include a report on the implementation of the Commissioners Disability Action Plan; 7

Continue to encourage the NICS to ensure that panels are equipped to address diversity considerations in selection and recruitment processes; Obtain data from the NICS relevant to diversity in the selection process with a view to receiving enhanced assurance that diversity issues are effectively considered during NICS recruitment; Where possible and appropriate, promote to the NICS, the positive benefits of supporting and employing people from all Section 75 Groups. Commissioners will continue to monitor progress towards both the strategic priorities and the annual objectives and targets on a quarterly basis. Commissioners are fully committed to working in close partnership with key stakeholders in order to achieve the strategic priorities outlined in the 2014/15 Business Plan. The NICS and in particular the Permanent Secretaries of the NI Departments and representatives of CHR in the Department of Finance & Personnel (DFP), have a shared interest in protecting the Merit Principle, upholding the code of Ethics and promoting public confidence in recruitment to the NICS. Commissioners will continue to work closely with these key stakeholders in order to achieve these common goals. Regulation and improvement Commissioners will continue to scrutinise through their audit function the recruitment practices and procedures and will use their influence to encourage the NICS to produce appropriate diversity data to enable panel to consider diversity and outreach issues during the recruitment process. 4- Stage Authorisation Process The Commissioners Secretariat will continue to scrutinise all SCS competitions to ensure that they fully comply with the Commissioners agreed 4-stage authorisation procedure. 8

The Recruitment Code The Recruitment Code continues to ensure that appointments are made on merit, on the basis of fair and open competition. Commissioners seek assurances from the NICS that the principles of the Code are being upheld and evidence of this is being provided. The Code continues to be a useful tool for the NICS which provides clarity on the interpretation and application of the Merit Principle so that all those involved in the recruitment process understand the requirements of the Code and how these might be satisfied in practice. Code of Ethics Commissioners continue to deal with correspondence in relation to the Code of Ethics and details of appeals under the Code of Ethics will be published in the Annual Report. Meetings with NI Civil Service A programme of meetings will be scheduled with the Head of the Civil Service, the Permanent Secretaries Group and CHR. The regular meetings with senior representatives of CHR will progress key priorities identified in the Commissioners 2014/15 Business Plan, in particular, the future audit strategy and the update on actions arising from audits. Secretariat Staff in the Secretariat will continue to include targets and references to equality and Section 75 in their forward job plans and personal development plans and to review them twice a year. Staff will identify training needs aimed at raising awareness and enhancing knowledge and understanding of the statutory duties. Disability Action Plan Commissioners will continue to implement, monitor and report on actions and targets set out in the Disability Action Plan and actively seek opportunities to promote positive attitudes towards disabled people and encourage participation by disabled people in public life. 9

New / Revised Equality Schemes Please indicate whether this reporting period applies to a new or revised scheme and (if appropriate) when the scheme was approved? The Commissioners submitted their revised Equality Scheme to the ECNI on 30 April 2012 to cover the period 2012-2017 and this was approved on 25 July 2012. Section 1: Strategic Implementation of the Section 75 Duties Please outline evidence of progress made in developing and meeting equality and good relations objectives, performance indicators and targets in corporate and annual operating plans during 2013-14. All Commissioners are involved in ensuring that commitments under Section 75 are met. Targets and objectives within the Equality Scheme were incorporated into the Commissioners Strategic Priorities 2009-14 and Business Plan. The associated objectives and tasks for the Secretariat were included in their forward job plans and assessed via the performance management system. An annual review on the implementation of the Disability Action Plan maintains a focus on this area and alongside the Equality Scheme. The Disability Action Plan commitments are an integral part of Commissioners role. The following provides evidence of progress against key targets set by Commissioners for the 2013/14 business year: Target 1 Policy and outputs: To maintain the principle of selection on merit on the basis of fair and open competition; To maintain and support a Recruitment Code on the interpretation and application of the Merit Principle; To audit recruitment policies and practices followed in making appointments to the civil service to establish whether the requirements of the Cod are being observed; To require the publication of information relating to recruitment and the use of permitted exception to the Merit Principle 10

To consider appeals under the NICS Code of Ethics. The Recruitment Code The Recruitment Code continues to ensure that appointments are made on merit, on the basis of fair and open competition. During 2013/14 Commissioners sought assurances from NICS that the principles of the code were being upheld and evidence of this was provided. The Code continues to be a useful tool for the NICS which provides clarity on the interpretation and application of the Merit Principle so that all those involved in the recruitment process understand the requirements of the Code and how these might be satisfied in practice. Regulation and Audit function The Commissioners primary role is to regulate recruitment to the NICS, at all levels, to ensure that the Merit Principle is adhered to, both in sprit and in practice. Commissioners discharge their statutory duties in a number of ways, including: Auditing recruitment policies and practices followed in making appointments to the Civil Service to establish whether the Recruitment Code is being observed; and Requiring the publication of such information as Commissioners may specify relating to recruitment and to the use of permitted exceptions to the Merit Principle. The audit role presents an important independent challenge function. This audit function seeks to ensure that the NICS satisfies the Commissioners requirements in respect of the Merit Principle, which is underpinned in the four principles, set out in the Recruitment Code. Commissioners undertake audits to scrutinise specific aspects of the NICS recruitment process to examine the extent to which the principles of the Recruitment Code are being delivered in practice and the extent to which the Commissioners expectations are being met. This process is key to safeguarding the Merit Principle and to ensuring that Commissioners, and the general public, can have confidence in NICS recruitment. For Commissioners, the audit process is premised on a 11

spirit of seeking improvement and with a view to sharing knowledge and learning from best practice in other comparable organsiations. A key development during the year was the appointment of a dedicated in house resource to lead and manage the implementation of the Audit Plan and the strategic direction of the audit function on behalf of Commissioners. Audit of NICS Recruitment during 2014/15 During the year we completed the Desk Top Compliance Review and undertook a review of Communication and Feedback with SCS candidates. Desk Top Compliance Review The 2013/14 Report indicated that a Review was underway in relation to a compliance type audit. The purpose of the Review was to consider the extent to which the processes in relation to four identified areas namely job analysis; attracting candidates; selecting and assessing candidates; and appointing candidates were consistent with upholding the Merit Principle. The Desk Top Compliance Review was completed in early 2013 and eleven recommendations were made to the NICS. Ten of the recommendations were accepted and nine are currently being implemented by the NICS central HR team Corporate HR (CHR). The final Report arising from this Review is available on our website. Review of Communication and Feedback with SCS candidates A Review of Communication and Feedback with SCS candidates during the Selection and Recruitment Process was undertaken during the year. The purpose of this Review was to provide Commissioners with an assessment of the extent to which feedback during the NICS selection and recruitment process was consistent with the Merit Principle and promoted confidence in the NICS. The fieldwork for the Review was completed in March 2014 and the final Report will be published in summer 2014. 12

Target 2: To fulfill all statutory obligations as a public authority in line with Section 75 of the Northern Ireland Act 1998. Commissioners are fully committed to the promotion of equality, diversity and good relations and seek to use their influence with the NICS at every opportunity to promote and encourage equality of opportunity and good relations through NICS recruitment practices. During the reporting period, Commissioners further developed their constructive relationships with the Head of the Civil Service, the Permanents Secretaries and other senior NICS representatives. They consulted with the NICS on a number of significant issues, including the adverse impact issues during recruitment and the provision of recruitment related data. The reporting period saw Commissioners continue to adopt a successful partnership approach to working with the NICS, which has enhanced the shared understanding of the common objectives to protect the Merit Principle and promote public confidence in recruitment to the NICS. Commissioners will continue to work with the NICS to ensure that recruitment panels have access to appropriate and improved data to inform diversity considerations. Section 2: Examples of Section 75 Outcomes / Impacts Given the renewed focus of Section 75 aiming to achieve more tangible impacts and outcomes and addressing key inequalities; please report in this section how the authority s work has impacted on individuals across the Section 75 categories. Consider narrative in the following structure: o Describe the action measure /section 75 process undertaken. o Who was affected across the Section 75 categories? o What impact it achieved? Please give examples of changes to policies or practices using screening or EQIA, which have resulted in outcomes or impacts for individuals. If the change was a result of an EQIA please indicate this and also reference the title of the relevant EQIA. Northern Ireland Civil Service (NICS) Code of Ethics 13

During 2013/14 a screening exercise was undertaken to consider the guidance documents for making an appeal to Civil Service Commissioners for Northern Ireland, under the NICS Code of Ethics. The aim of the appeal function under Code of Ethics is to ensure that there is an independent body, namely the Civil Service Commissioners, to consider and respond to appeals by civil servants under the NICS Code of Ethics. The Commissioners have clear guidelines setting out how they will consider and determine such appeals. The screening exercise determined that the revised procedures had a neutral impact on all Section 75 Categories Please give examples of outcomes or impacts on individuals as a result of any action measures undertaken as part of your Section 75 action plan: None Please give examples of outcomes or impacts on individuals as a result of any other Section 75 processes e.g. consultation or monitoring: None 14

Section 3: Screening Please provide an update of new / proposed / revised policies screened during the year. For those authorities that have started issuing of screening reports in year; this section may be completed in part by appending, to this annual report, a copy of all screening reports issued within the reporting period. Where screening reports have not been issued, for part or all of the reporting period, please complete the table below: Title of policy subject to screening Revised Guidance on the handling of appeals under the NICS Code of Ethics What was the screening decision? E.g. screened in, screened out, mitigation, EQIA Were any concerns raised about screening by consultees; including the Commission? EQIA not required No No Is policy being subject to EQIA? Yes/No If yes indicate timeline for assessment. 15

Section 4: Equality Impact Assessment (EQIA) Please provide an update of policies subject to EQIA during 2013-14, stage 7 EQIA monitoring activities and an indicative EQIA timetable for 2014-15. EQIA Timetable: April 2013 - March 2014 Title of Policy EQIA EQIA Stage at end March 2014 (Steps 1-6) N/A N/A N/A Outline adjustments to policy intended to benefit individuals and the relevant Section 75 categories due to be affected. Where the EQIA timetable for 2013-14 (as detailed in the previous annual S75 progress report to the Commission) has not been met, please provide details of the factors responsible for delay and details of the timetable for re-scheduling the EQIA/s in question. (Enter text below) Ongoing EQIA Monitoring Activities: April 2013- March 2014 Title of EQIA subject to Stage 7 monitoring N/A Indicate if differential impacts previously identified have reduced or increased N/A Indicate if adverse impacts previously identified have reduced or increased 16

Please outline any proposals, arising from the authority s monitoring for adverse impacts, for revision of the policy to achieve better outcomes the relevant equality groups: (Enter text below) 2014-15 EQIA Timetable Title of EQIAs due to be commenced during April 2014 March 2015 Revised or New policy? N/A N/A N/A Please indicate expected timescale of Decision Making stage i.e. Stage 6 17

Section 5: Training Please outline training provision during the year associated with the Section 75 Duties / Equality Scheme requirements including types of training provision and conclusions from any training evaluations. The Commissioners 2013/14 Learning & Development Plan reinforces their commitment to continue to ensure that all Commissioners and the Secretariat receive equality/ Section 75 training, including awareness training as appropriate. Commissioners and the Secretariat remain committed to receiving timely training and guidance on issues that will ensure that their Section 75 statutory duties are effectively understood and implemented and kept up-to-date with recent developments. Commissioners via the Secretariat are proactive in identifying opportunities to further their understanding of equality related issues and recent developments. Induction Training A comprehensive induction programme exists for the induction of new Commissioners and the Secretariat. One section focuses on the importance of, and responsibilities in relation to, equality and diversity, which includes an overview of the Commissioners equality and diversity duties, the Commissioners Equality Scheme & Implementation Plan and the Disability Action Plan. The Secretariat welcomed four new members of staff during the reporting period; equality and diversity was an integral part of the induction process to ensure awareness of current requirements. Equality & Diversity Commissioners and members of the Secretariat attended Diversity Now Training and are due to complete Human Rights Training in 2014/15. The Human Rights Commission provided a briefing to Commissioners and the Secretariat during their January 2014 Business meeting. 18

Audit Training The Secretariat undertook Audit Skills training to ensure Commissioners Audit/Review function is conducted in line with good practice codes and undertaken in an effective and professional manner. This training was conducted by a professional accountancy body and ensures staff are aware of the professional ethics required for internal audits: integrity, objectivity, confidentiality, competency. Further training is scheduled for June 2014. Section 6: Communication Please outline how the authority communicated progress on delivery of the Section 75 Duties during the year and evidence of the impact / success of such activities. The Civil Service Commissioners website is the primary means of communication. Updates are posted to the website to reflect progress made in relation to the implementation of equality duties, good relations duties and duties under the Disability Discrimination Act. The Commissioners publish their Annual Report on the website and key stakeholders, including all Section 75 groups are made aware that the report is available on the website. Section 7: Data Collection & Analysis Please outline any systems that were established during the year to supplement available statistical and qualitative research or any research undertaken / commissioned to obtain information on the needs and experiences of individuals from the nine categories covered by Section 75, including the needs and experiences of people with multiple identities. Commissioners rely on Department of Finance & Personnel to provide recruitment monitoring and statistical information in relation to the composition of the NICS and applications for recruitment competitions. Commissioners continued to highlight to NICS the importance of securing relevant diversity recruitment-related data and continued to encourage the NICS to develop appropriate mechanisms to ensure that 19

recruitment panels have access to relevant data so as to inform diversity considerations during the recruitment process. Commissioners meet regularly with NICS and NISRA to discuss statistical information relating to NICS competitions. Please outline any use of the Commission s Section 75 Monitoring Guide. Commissioners make use of the ECNI Section 75 Monitoring Guide as a reference document. Section 8: Information Provision, Access to Information and Services Please provide details of any initiatives / steps taken during the year, including take up, to improve access to services; including provision of information in accessible formats. All publications are available in alternative formats on request. Commissioners website has been developed to allow for easy access through compliance with PAS78 regulations (Guide to Good Practice in commissioning accessible websites) and easier navigation for all users. Section 9: Complaints Please identify the number of Section 75 related complaints: received and resolved by the authority (including how this was achieved); which were not resolved to the satisfaction of the complainant; which were referred to the Equality Commission. Commissioners have a complaints procedure in relation to the Equality Scheme. Where a person believes that he/she has been directly affected by a failure of the Commissioners to comply with the Equality Scheme, he/she should, in the first instance, bring the complaint to the attention of the Office of the Civil Service Commissioners for Northern Ireland. The Commissioners aim to respond within five working days. No Section 75 complaints were received during the reporting period and there are no ongoing complaints. 20

Section 10: Consultation and Engagement Please provide details of the measures taken to enhance the level of engagement with individuals and representative groups during the year. Please outline any use of the Commission's guidance on consulting with and involving children and young people. During the year Commissioners continued to work closely with their counterparts in Great Britain and the Republic of Ireland to explore issues of mutual interest and concern. This engagement allowed for information and discussion to take place to consider the challenges faced going forward. Commissioners continued to be actively involved with a number of stakeholders throughout the reporting period and liaised with regulatory bodies to look at areas of common interest. The NI Miscellaneous Provisions Act received Royal assent during this reporting period. Among other things this legislation paves the way for the future devolution of the NI Civil Service Commissioners. During the duration of the NI Miscellaneous Act through Parliament and the House of Lords Commissioners engaged with the Lords on the draft bill. As the guardians of the merit principle, Commissioners feel it is their duty to seek to enshrine in law the requirement that selection for appointment to the Civil Service should be on merit following fair and open competition; this would mirror the position in relation to the Home Civil Service as defined in the Constitutional Reform and Governance Act 2010. Commissioners are gratified to note that the NI (Miscellaneous Provisions) Act 2014 sets out a requirement that before putting legislation to Parliament to devolve the NI Commissioners, the Secretary of State must first undertake a consultation process and set out the effect (if any) of the proposed legislative change would have on our; the application of the merit principle and the impartiality of the NI Civil Service. To strengthen existing relationships and build new ones, Commissioners held two Regulation and Improvement Forums, which were attended by key representatives from the public, academic and regulatory sectors. The Forums enabled those attending to focus on the challenges 21

which we all face and on identifying innovative ways of addressing these issues. The Forums also resulted in promoting a greater awareness of our independence and regulatory role. Through this engagement it is hoped they will use their influence with individuals for example perspective applicants to advocate a future career in the Civil Service. Section 11: The Good Relations Duty Please provide details of additional steps taken to implement or progress the good relations duty during the year. Please indicate any findings or expected outcomes from this work. Commissioners adhere to the Good Relations Duty throughout their equality policies and business documents, as appropriate and have chosen to make this an integral part of their everyday work instead of having it reflected in a distinct and separate document. Commissioners have also integrated key messages relevant to good relations in their documentation, in particular their Recruitment Code. Commissioners undertake to fulfill the requirements of Good Relations Duty as follows; Commissioners carry out their statutory responsibilities in a totally objective manner and in a context which emphasizes accessibility, diversity, equality of opportunity, fairness, transparency and merit; Build constructive relationships with those involved in designing and operating recruitment policies and practices on behalf of the NICS; and Appreciate the expectations and concerns of people interested in applying for jobs in the NICS and of stakeholder groups representing their interests. Commissioners have consulted with the NICS on a number of significant areas, including the provision and use of diversity data. During 2014/15, Commissioners will continue to work with the NICS to ensure that Recruitment Panels have access to appropriate and improved data to inform diversity considerations. 22

Please outline any use of the Commission s Good Relations Guide. Commissioners make use of the Commission s Good Relation Guide as a reference document. Section 12: Additional Comments Please provide any additional information/comments. Commissioners are fully committed to using their influence, where possible, with the NICS to encourage diversity and equality of opportunity through the recruitment practices to help create a Civil Service which broadly reflects the diversity of the community it seeks to serve. 23

Part B: Disability Duties Annual Report 1 April 2013 / 31 March 2014 1. How many action measures for this reporting period have been 8 Fully Partially Not Achieved? Achieved? Achieved? 24

2. Please outline the following detail on all actions that have been fully achieved in the reporting period. 2 (a) Please highlight what public life measures have been achieved to encourage disabled people to participate in public life at National, Regional and Local levels: Level Public Life Action Measures Outputs 1 Outcomes / Impact 2 National 3 None None None Regional 4 Commissioners Recruitment Code to clearly encourage the NICS to consider how best to facilitate disabled people to compete on merit in fair and open competition with others. Commissioners have included a statement reflecting their commitment to this expectation in the Recruitment Code. All NICS Departments and Agencies are required to adhere to the Code. Commissioners sought NICS and general public are aware of the Commissioners expectation in relation to facilitating disabled people to compete on merit. Commissioners were consulted on and played a key role in shaping and 1 Outputs defined as act of producing, amount of something produced over a period, processes undertaken to implement the action measure e.g. Undertook 10 training sessions with 100 people at customer service level. 2 Outcome / Impact what specifically and tangibly has changed in making progress towards the duties? What impact can directly be attributed to taking this action? Indicate the results of undertaking this action e.g. Evaluation indicating a tangible shift in attitudes before and after training. 3 National : Situations where people can influence policy at a high impact level e.g. Public Appointments 4 Regional: Situations where people can influence policy decision making at a middle impact level 25

Commissioners Business Plan to promote the positive benefits of supporting and employing people with disabilities. assurances from Corporate HR on actions being taken by the NICS to encourage disabled people into employment with the NICS. Commissioners have regular dialogue with senior NICS representatives and use their influence to encourage and support employment of people with disabilities and seek regular feedback on new initiatives within the NICS. influencing the development and implementation of the first NICS Employment Equality and Diversity Plan and were provided with progress reports in October 2009, May 11 and May12. The NICS is aware that Commissioners are committed to monitoring data relating to persons with disabilities and as part of the review of the Recruitment Code revisited the requirements on the NICS to publish a breakdown of all S75 Groups that is monitored from 2011 onwards. Recognise the scale of disability amongst our stakeholders by ensuring positive and proportionate imagery on all corporate documentation. All main corporate documents were reviewed. Commissioners are content that their corporate documentation reflects their commitment to the statutory duties in relation to disability. The 26

Review external and internal communication policies, practices and procedures. Ensure training on disability duties and disability legislation is delivered to existing Commissioners, new Commissioners and A comprehensive consultation process was held in November 2007 and will be reviewed as necessary. The Secretariat contacted the Omnibus Partnership, a disabledled group, who delivered a specifically Commissioners Annual Report uses font size 14 and introduced a revised lay-out in the 2007/08 Annual Report to ensure that it is more user-friendly and meets the needs of the visually impaired. The Commissioners website was upgraded during 2011/12 and the improvements meet the requirement of PAS 78 regulations to improve accessibility for those with visual impairments. It is accessible for all users to enable the download of documents and on-line completion of forms. The database of consultees is kept under regular review. Commissioners and the Secretariat have enhanced their knowledge and understanding of disability duties and any new 27

Secretariat staff. Ensure specialist training is provided for Commissioners and the Secretariat involved in recruitment and selection panels tailored disability training session to all Commissioners and Secretariat staff on 16 June 2009. Due to the change of staff and Commissioners since September 2011 it is intended to source appropriate training during 2014/15, budget permitting. All Commissioners and relevant staff attend regular training on recruitment processes and practices within the NICS. Commissioners will use their influence with the NICS to ensure that diversity considerations, including the needs of disabled people, are properly considered by recruitment panels. requirements/changes in legislation have been identified. Commissioners and staff enhance their knowledge and understanding of various strands and elements of the recruitment and selection processes and, in particular, emerging legislative changes and relevant case law. 28

DDA and statutory duties in relation to recruitment to be taken into account when developing terms of reference for the Commissioners schedule of audits. An appropriate reference has been included in the audits. The findings and recommendations of audits are discussed with the NICS. NICS and those undertaking audits are aware of the Commissioners commitment to their statutory duties in relation to disability and of Commissioners expectations. Secretariat and Commissioners are content that the issue has been raised for action as appropriate. Local 5 Discuss with sponsor Department, as appropriate, actions which might help attract disabled candidates to apply for Civil Service Commissioner appointments. This is raised with the NIO sponsor unit when considering arrangements for competitions to appoint new Commissioners. This was taken into account when developing job specifications and advertising for future replacement Commissioners. 5 Local : Situations where people can influence policy decision making at lower impact level e.g. one off consultations, local fora. 29

2(b) What training action measures were achieved in this reporting period? 1 2 3 4 Training Action Measures Outputs Commissioners and members of the Secretariat attended Diversity Now training Advice and guidance received Outcome / Impact Enhanced knowledge and understanding of all aspects of Diversity. 2(c) What Positive attitudes action measures in the area of Communications were achieved in this reporting period? Communications Action Measures 1 None this period Outputs Outcome / Impact 30

2 (d) What action measures were achieved to encourage others to promote the two duties: Encourage others Action Measures 1 Commissioners engage regularly with Permanent Secretaries and senior NICS officials, where equality and diversity are discussed. Outputs Face to face discussion Outcome / Impact NICS awareness of the importance Commissioners attach to equality, diversity and meeting the needs of people with disabilities 2 (e) Please outline any additional action measures that were fully achieved other than those listed in the tables above: Action Measures fully implemented (other than Training and specific public life measures) 1 None this period Outputs Outcomes / Impact 31

3. Please outline what action measures have been partly achieved as follows: 1 Action Measures partly achieved N/A Milestones 6 / Outputs Outcomes/Impacts Reasons not fully achieved 4. Please outline what action measures have not been achieved and the reasons why? 1 Action Measures not met N/A Reasons 5. What monitoring tools have been put in place to evaluate the degree to which actions have been effective / develop new opportunities for action? (a) Qualitative Commissioners monitor the Disability Action Plan closely and review and report annually. Commissioners discuss reports at regular intervals at business meetings (b) Quantitative Commissioners monitor the Disability Action Plan closely and review and report annually. Commissioners discuss reports at regular intervals. 6 Milestones Please outline what part progress has been made towards the particular measures; even if full output or outcomes/ impact have not been achieved. 32

6. As a result of monitoring progress against actions has your organisation either: made any revisions to your plan during the reporting period or taken any additional steps to meet the disability duties which were not outlined in your original disability action plan / any other changes? Please delete: Yes / No If yes please outline below: 1 Revised/Additional Action Measures Performance Indicator Timescale N/A 7. Do you intend to make any further revisions to your plan in light of your organisation s annual review of the plan? If so, please outline proposed changes? No further amendments identified at this stage but the Disability Action Plan will be kept under review and amended as necessary. 33