NOTTINGHAM UNIVERSITY HOSPITALS NHS TRUST Documentation Control BUILDING ENVIRONMENT DISABILITY ACCESS POLICY Reference HS/EI/014 Approving Body Senior Management Team Date Approved 23 Implementation Date 23 Version Supersedes NUH Version 3 (January 2013) Consultation Undertaken Directorate of Estates and Facilities Management, Trust Health and Safety Committee Date of Completion of May 2015 Equality Impact Assessment Date of Completion of We Are May 2015 Here for You Assessment Date of Environmental Impact May 2015 Assessment Target Audience Estate Management Professionals All Trust staff (general awareness) Supporting Documents and Building Regulations, British Standards, References(s) Health Technical Memorandums, Health Building Notes and Chartered Institute of Building Services Engineers Guidance. Review Date October 2017 Lead Executive Director of Estates and Facilities Author/Lead Manager Capital Projects Director Further Guidance/Information Capital Projects Director 1 November 2015
CONTENTS Paragraph Title Page 1. Introduction 3 2. Executive Summary 3 3. Policy Statement 3 4. Definitions 6 5. Roles and Responsibilities 7 6. Policy and/or Procedural Requirements 10 7. Training, Implementation and monitoring 10 Arrangements 8. Impact Assessments 11 9. Monitoring Matrix 12 10. Relevant Legislation, National Guidance 13 and Associated NUH Documents Appendix 1 Equality Impact Assessment Form 14 Appendix 2 Environmental Impact Assessment Form 17 Appendix 3 We Are Here For You Assessment Form 19 Appendix 4 Certification Of Employee Awareness 22 2
1.0 Introduction 1.1 This policy underpins the principles of the Trust's Equal Opportunities Policy in which the Trust and its employees are required not to discriminate against people with disabilities in the field of employment and in the provisions of goods, facilities and services. Employees are expected to behave in a non-discriminatory manner towards both the public and colleagues with disabilities. All employees have the right to work in an environment free from discrimination. 2.0 Executive Summary 2.1 The Trust is committed to developing a reasonable accessible environment for all its users. Specific guidance and legislative requirements covering new buildings extensions and general refurbishment work are reviewed prior to any reasonable adjustment being implemented. These documents include The Department of Health s, Health Building Notes and Health Technical Memorandums. The Chartered Institution of Building Service Engineers (CIBSE) Guides, the Building Regulations - Part M and British Standard 8300 (2009). The Trust will when reasonably practicable will also review the opportunity to improve access when it installs new equipment or relevant fixtures. 3.0 Policy Statement 3.1 The aim of this policy is to communicate the commitment of the Chief Executive, Board of Director and Senior Management Team to the promotion of equality of opportunity in Nottingham University Hospitals NHS Trust. It is the Trusts Policy through the Equal Opportunities Policy this supporting and the overarching legislative requirement to provide equality of opportunity in employment and service delivery to all people of protected characteristic groups. NUH will therefore make when reasonably practicable reasonable adjustments for employees and work to the commitments of the Positive About 3
Disabled People (two-ticks) Scheme. NUH is opposed to all forms of unlawful discrimination. All employees and others who work for us will be treated fairly and will not be discriminated against on the grounds of any protected characteristic The applies to all those who work or apply to work for and those who use the services of Nottingham University Hospitals NHS Trust. 3.2 Equal Opportunities in the Built Environment (Estates Infrastructure) The Built Environment, alongside the requirement not to discriminate runs a duty to make reasonable adjustments for disabled people. Consideration will be taken against the relevant guidance to address the environment to allow disabled people to move around freely and safely. However the relevant requirement applicable under the Trusts Equal Opportunities Policy and in essence the Equality Act 2010 is where a physical feature (for example access to a building) substantially disadvantages a disabled person, reasonable steps must be taken to avoid the disadvantage. 3.3 Procurement of Services Wherever possible NUH will ensure that all prospective contract workers are provided with a copy of the equal opportunities policy and this Building Environment Disability Access Policy as part of the tender process. Contractors are expected to comply with this policy as a condition of employment. Failure to comply may result in contract termination. 4.0 Definitions 4.1 None 4
5.0 Roles and Responsibilities 5.1 Committees 5.1.1 The Directors Group has the primary responsibility for ensuring that all reasonable steps are taken to prevent unlawful discrimination in the organisation. This includes senior management endorsement, communication to all employees, reviewing and implementing policies and procedures, making relevant training available to appropriate staff and monitoring their effectiveness. 5.1.2 The Trust has adopted and implemented a Single Equality Delivery Scheme, to ensure that the requirements of this policy are embedded in the organisation. 5.2 Individual Officers 5.2.1 The Director of Human Resources has been nominated to take the lead on all equality and diversity issues. They are responsible for ensuring that the Equal Opportunities Policy is implemented and monitored. The Human Resources Directorate will ensure all HR policies, procedures and employment practices do not discriminate in any way and are consistent with this policy. 5.2.2 The Director of Estates and Facilities will be responsible for ensuring when relevant that applicable Capital Schemes or Estate refurbishments meet with the requirements of this Act. 5.3 Managers They must ensure that they and their staff are operating within the policy and that all reasonable steps are taken to ensure that there is no discrimination. They must consider making reasonable adjustments to the employees built environment in a way which maximises access and which promotes equality. 5.4 All Staff/Volunteers/Contractors All staff have a responsibility to ensure they do not 5
discriminate against any other person and work to developing an inclusive workplace. There is a requirement that individual employees at all levels will accept personal responsibility for the practice applications of the Equal Opportunities statement. All Employees who fail to abide by the Equal Opportunities Policy may be subject to disciplinary action. 6.0 Policy and/or Procedural Requirements 6.1 This policy will be delivered in line with the Trust Equal Opportunities Policy and Trust Values and Behaviours. A clear responsibility and accountability structure will support the delivery in line with NUH performance management arrangements. 7.0 Training, Implementation and Monitoring Arrangements 7.1 Training This policy does not require any specific training as NUH reflect its commitment to equal opportunities through equality of access to training and career development. Appropriate guidance, awareness and training are essential to ensure the successful implementation and overall effectiveness of equality of opportunity. All staff/volunteers/contractors support and advice available to them for this policy through the Estates and Facilities Capital Team. 7.2 Implementation None 6
8.0 Trust Impact Assessments 8.1 Equality Impact Assessment An equality impact assessment has been undertaken on this document and has not indicated that any additional considerations are necessary. 8.2 Environmental Impact Assessment An equality impact assessment has been undertaken on this document and has not indicated that any additional considerations are necessary. 8.3 Here For You Assessment A Here For You assessment has been undertaken on this document and has not indicated that any additional considerations are necessary. 7
9.0 Monitoring Matrix Minimum requirement to be monitored This policy sets out the legislative requirements providing reasonable access for the delivery of goods and services. Responsible individual/ group/ committee NUH Departments regarding submissions of scheme requests - Equality and Diversity Steering Group regarding adherence to EOP policy. Process for monitoring e.g. audit Details of schemes submitted to the Capital team requesting reasonable adjustments Frequency of monitoring Annually Responsible individual/ group/ committee for review of results Equality and Diversity Steering Group. Responsible individual/ group/ committee for development of action plan Equality and Diversity Steering Group. Responsible individual/ group/ committee for monitoring of action plan Department Managers NUH Capital Team Equality and Diversity Steering Group. 1 November 2015 12
10.0 Relevant Legislation, National Guidance and Associated NUH Documents 10.1 Alongside the requirement not to discriminate runs a duty to make reasonable adjustments for disabled people. Consideration will be taken against the relevant guidance to address the environment to allow disabled people to move around freely and safely. However the relevant requirement applicable under the Trusts Equal Opportunities Policy and in essence the Equality Act 2010 is where a physical feature (for example access to a building) substantially disadvantages a disabled person, reasonable steps must be taken to avoid the disadvantage. 9
APPENDIX 1 Equality Impact Assessment (EQIA) Form Q1. Date of Assessment: 8 June 2015 Q2. For the policy and its implementation answer the questions a c below against each characteristic (if relevant consider breaking the policy or implementation down into areas) Protected Characteristic a) Using data and supporting information, what issues, needs or barriers could the protected characteristic groups experience? For example, are there any known health inequality or access issues to consider? The area of policy or its implementation being assessed: b) What is already in place in the policy or its implementation to address any inequalities or barriers to access including under representation at clinics, screening Race and Availability of this policy in Alternative versions can be None Ethnicity languages other than English created on request. Gender None Not applicable None Age None Not applicable None Religion None Not applicable None Disability Visual accessibility of this Already in font size 14. Use of None c) Please state any barriers that still need to be addressed and any proposed actions to eliminate inequality 10
document technology by end user. Alternative versions can be created on request. Sexuality None Not applicable None Pregnancy and None Not applicable None Maternity Gender None Not applicable None Reassignment Marriage and None Not applicable None Civil Partnership Socio-Economic None Not applicable None Factors (i.e. living in a poorer neighbourhood / social deprivation) Area of service/strategy/function Q3. What consultation with protected characteristic groups including patient groups have you carried out? None. Q4. What data or information did you use in support of this EQIA? Trust policy approach to availability of alternative versions. Q.5 As far as you are aware are there any Human Rights issues be taken into account such as arising from surveys, questionnaires, comments, concerns, complaints or compliments? No. Q.6 What future actions needed to be undertaken to meet the needs and overcome barriers of the groups identified or to create confidence that the policy and its implementation is not discriminating against any 11
groups What By Whom By When Resources required Not applicable Q7. Review date Not applicable 12
Environmental Impact Assessment APPENDIX 2 The purpose of an environmental impact assessment is to identify the environmental impact of policies, assess the significance of the consequences and, if required, reduce and mitigate the effect by either, a) amend the policy b) implement mitigating actions. Area of impact Waste and materials Soil/Land Water Environmental Risk/Impacts to consider Is the policy encouraging using more materials/supplies? No Is the policy likely to increase the waste produced? No Does the policy fail to utilise opportunities for introduction/replacement of materials that can be recycled? No Is the policy likely to promote the use of substances dangerous to the land if released (e.g. lubricants, liquid chemicals) No Does the policy fail to consider the need to provide adequate containment for these substances? (For example bunded containers, etc.) No Is the policy likely to result in an increase of water usage? (estimate quantities) No Is the policy likely to result in water being polluted? (e.g. dangerous chemicals being introduced in the water) No Does the policy fail to include a mitigating procedure? (e.g. modify procedure to prevent water from being polluted; polluted water containment for adequate disposal) No Action Taken (where necessary Not applicable Not applicable Not applicable 13
Air Energy Nuisances Is the policy likely to result in the introduction of procedures and equipment with resulting emissions to air? (For example use of a furnaces; combustion of fuels, emission or particles to the atmosphere, etc.) No Does the policy fail to include a procedure to mitigate the effects? No Does the policy fail to require compliance with the limits of emission imposed by the relevant regulations? No Does the policy result in an increase in energy consumption levels in the Trust? (estimate quantities) No Would the policy result in the creation of nuisances such as noise or odour (for staff, patients, visitors, neighbours and other relevant stakeholders)? No Not applicable Not applicable Not applicable 14
APPENDIX 3 We Are Here for You Policy and Trust-wide Procedure Compliance Toolkit The We Are Here for You service standards have been developed together with more than 1,000 staff and patients. They can help us to be more consistent in what we do and say to help people to feel cared for, safe and confident in their treatment. The standards apply to how we behave not only with patients and visitors, but with all of our colleagues too. They apply to all of us, every day, in everything that we do. Therefore, their inclusion in policies and trust wide procedures is essential to embed them in our organisation. Please rate each value from 1 3 (1 being not at all, 2 being affected and 3 being very affected) If your document generates a score of 16 or more, you are required to review the document and make changes to ensure the values are reflected in the document. Value Score (1-3) 1. Polite and Respectful 1 Whatever our role we are polite, welcoming and positive in the face of adversity, and are always respectful of people s individuality, privacy and dignity. 2. Communicate and Listen 2 We take the time to listen, asking open questions, to hear what people say; and keep people informed of what s happening; providing smooth handovers. 15
3. Helpful and Kind All of us keep our eyes open for (and don t avoid ) people who need help; we take ownership of delivering the help and can be relied on. 4. Vigilant (patients are safe) Every one of us is vigilant across all aspects of safety, practices hand hygiene & demonstrates attention to detail for a clean and tidy environment everywhere. 5. On Stage (patients feel safe) We imagine anywhere that patients could see or hear us as a stage. Whenever we are on stage we look and behave professionally, acting as an ambassador for the Trust, so patients, families and carers feel safe, and are never unduly worried. 6. Speak Up (patients stay safe) We are confident to speak up if colleagues don t meet these standards, we are appreciative when they do, and are open to positive challenge by colleagues 7. Informative We involve people as partners in their own care, helping them to be clear about their condition, choices, care plan and how they might feel. We answer their questions without jargon. We do the same when delivering services to colleagues. 8. Timely We appreciate that other people s time is valuable, and offer a responsive service, to keep waiting to a minimum, with convenient appointments, helping patients get better quicker and spend only appropriate time in hospital. 9. Compassionate We understand the important role that patients and family s feelings play in helping them feel better. We are considerate of patients pain, and compassionate, gentle and reassuring with patients and colleagues. 1 1 1 1 2 1 1 16
10. Accountable 2 Take responsibility for our own actions and results 11. Best Use of Time and Resources 1 Simplify processes and eliminate waste, while improving quality 12. Improve 1 Our best gets better. Working in teams to innovate and to solve patient frustrations TOTAL 15 17
APPENDIX 4 CERTIFICATION OF EMPLOYEE AWARENESS Document Title Version (number) 4 Version (date) 23 I hereby certify that I have: Identified (by reference to the document control sheet of the above policy/ procedure) the staff groups within my area of responsibility to whom this policy / procedure applies. Made arrangements to ensure that such members of staff have the opportunity to be aware of the existence of this document and have the means to access, read and understand it. Signature Print name Date Directorate/ Department The manager completing this certification shall retain it for audit and/or other purposes for a period of six years (even if subsequent versions of the document are implemented). The suggested level of certification is: Divisions Divisional General Managers or nominated deputies Corporate Directorates - Deputy Director or Equivalent The manager may, at their discretion, also require that subordinate levels of their directorate / department utilize this form in a similar way, but this would always be an additional (not replacement) action. 18