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Capturing Equality & Diversity Information

This page hopes to give staff reassurance as to why we capture sensitive Equality & Diversity information and how this is used in a way that protects and preserves anonymity.

Please update your own Equality & Diversity information in CorePortal: 

Below is a summary of why we capture this information and what benefit it has to us as an organisation and you and an individual in the workplace.  The rest of this page has more detailed information on this.

  • build reputation – Research shows that the best performing organisations are those that invest most on promoting equality and diversity in their workforce;
  • improve productivity – We know that valuing and supporting the diversity of people’s backgrounds and lifestyles is important in making the most of the contribution that they can bring to an organisation’s performance;
  • recruit and retain the best from the widest talent pool;
  • create awareness - Signalling the organisation’s understanding of and commitment to creating a more inclusive work environment;
  • provide specific adjustments, training or interventions;
  • Identify and address any inequalities - in the application of employment practices; and
  • avoid risk –compliance with the Equality Act 20

The benefits of collecting equality & diversity information

There are important reasons for the University to collect staff data on equality and diversity. The collection of this information demonstrates the Universities commitment to the Equality Act 2010 and the Public Sector Equality Duty, which require us to publish equality information on all the protected characteristics.

Understanding the composition of the workforce can also enable an organisation to highlight differences between groups in terms of satisfaction, engagement and progression. This in turns can enable organisations to identify, tackle and prevent issues that would otherwise undermine employee engagement and productivity.

The benefits of capturing this information is clear not only for the University but also for individual members of staff:

  • Equality monitoring can enable us to develop a clearer picture of who our communities are, can help to establish any trends, and can assist with the planning of services and facilities
  • Up to date and comprehensive equality information will help us to identify anything that would make it difficult or challenging for individuals or groups from particular backgrounds to use the full range of University policies, facilities, and services.
  • Equality monitoring can help us to quickly identify opportunities to direct appropriate support and services to staff in a timely and meaningful way.
  • Collecting equality information sends a clear message of the University’s commitment to equality and diversity to staff and potential candidates.
  • Equality monitoring will enable staff more effectively to assess the impact of University policies and services through the undertaking of equality impact assessments.

There is good evidence that collecting equality information can result in positive changes for staff and for the University. Whilst the University is keen to encourage the disclosure of this information it recognises that the decision to disclose this sensitive information is a personal and individual decision. Staff are reassured that disclosure of this information is voluntary and is subject to the strictest levels of confidence and security.


How we use staff equality information

The information that you provide to us will be invaluable in helping the University to monitor and analyse its staff profiles, and to meet individual needs as appropriate. The University will use your equality data in the following ways:

  • In the review of University policies and procedures, particularly as part of conducting equality impact assessments
  • to analyse and publish equality information on the overall staff profile, applicants and successful applicants, and leavers. The information will be non-identifying and is an important step towards demonstrating transparency in how we are fulfilling our equality duty to eliminate unlawful discrimination, advance equality, and foster good relations.
  • To produce statistical reports such as those returned to HESA, in order to comply with our statutory reporting obligations. This information will be non-identifying.


Confidentiality and data security

The University wishes to stress that all personal information held on staff is sourced and maintained securely and confidentially.  Access to your information is restricted to limited individuals within the HR department. They are trained in information security, data protection and confidentiality.

Staff data and personal information is protected under the Data Protection Act.  All staff have the right to see their own personal information records.

The University has in place the following data security measures:

  • Access to staff personal data is restricted to a limited number of authorised staff within the HR department
  • Any incident of misuse of data will be dealt with in accordance with the University disciplinary procedures. The University is firmly committed to the prevention of discrimination and the advancement of equality for protected groups.
  • Any paper monitoring forms will be sent out and should be returned in envelopes marked as confidential and for the attention of the addressee only.
  • The University will encourage staff to take individual responsibility and accountability for personal or sensitive information.