equality impact assessment template - surrey€¦ · equality impact assessment template 1. topic...

Equality Impact Assessment Template

1. Topic of assessment

EIA title: Reward Policies – Absence Management

EIA author: Julie Smyth

2. Approval

Name Date approved

Approved by1 Ken Akers 17 May 2016

3. Quality control

Version number 6 EIA completed 23 May 2016

Date saved 23 May 2016 EIA published 17 June 2016

4. EIA team

Name Job title (if applicable)

Organisation Role

Julie Smyth HR Manager Reward & Recognition team

Surrey County Council

Pay & Reward specialist

Ken Akers Head of HR & OD Surrey County Council

Project Manager

Debbie Bala HR Project Advisor Surrey County Council

Project Advisor

5. Explaining the matter being assessed

What policy, function or service is being introduced or reviewed?

As part of the on-going improvement and development of our

organisation we are reviewing our pay, reward and benefits for staff.

We have reviewed terms and conditions to make the most of our

investment into benefits, that we spend residents’ money

appropriately to make sure our employment policies provide:

Best financial benefit;

Benefits that are fair and effective; and

Delivery of new ways of working.

This means we are proposing to make changes to some of our

employment practices and policies. Where this has an impact on

1 Refer to earlier guidance for details on getting approval for your EIA.


staff we will do all we can to minimise this.

We are proposing to invest in attendance management and reform

sick pay

These proposals will affect all non schools staff on main Surrey Pay arrangements and staff who have transferred to the Council Staff will be able to access the policy at all times via the snet portal.

What proposals are you assessing?

We want to make sure that sick pay arrangements support all staff to

recover and return to work, or to allow a reasonable time for a

decision to be taken about whether they can return to work.

Currently, new employees get less sick pay than longer serving staff

and it takes years before they are entitled to the same support. This

doesn’t feel fair since we all deserve the same support if we’re ill. We

know that 70 per cent of staff absence is less than 3 months duration.

As part of a drive to reduce long term absence and support staff we

are investing in new services for occupational health and employee

assistance which means we will be able to offer:

physiotherapy for staff with muscle and skeletal problems;

Improved support to help employees deal with stresses of day to

day life;

improved access to counselling and support for mental health

issues; and

faster referrals for occupational health to improve attendance

management.

We are proposing that all staff should benefit from the same support

during sickness and have:

three months full sickness pay and three months half sickness pay

from the first day of employment;

we will continue to offer full pay where staff are on a phased return

to work; and

flexibility for managers to make a case to extend sick pay in

special circumstances.

Who is affected by the proposals outlined above?

Group one: non schools staff on main Surrey Pay arrangements All non-schools based Surrey Pay employees whose terms and

conditions of employment are determined by the Council will be

affected by these proposal.

Group two: non schools staff who have transferred to the


Council Employees, who have transferred into Surrey County Council and

retain some of their original terms and conditions will be impacted

where the Surrey employment policies are currently applied; this

includes:

Staff in South East Shared Services who transferred from Cerco;

Staff in Adult Social Care and Public Health who transferred from

Public Health; and

Staff in Trading Standards who transferred from Buckinghamshire

County Council.

6. Sources of information

Engagement carried out

Strategic Engagement

Member informal and formal briefings

Presentations to Council Overview Board

Member Briefings

Presentations to Chief Executive Direct Reports

Presentations and workshops with Extended Leadership Team

Presentations and discussions with Directorate Leadership Teams

Presentations and discussions with Senior Management Teams

Union Pay Team Workshops

Staff Engagement Sessions

Reward & Recognition Discussions - conducted in 2014/15

40 Video Presentations and feedback briefings with 600 managers

81 Video presentations and feedback consultation sessions with 3000 staff

186 Team Surveys

1200 inbox messages

Individual briefings provided for:

o Children’s Schools and Families

o Adult Social Care

o Trading Standards

o Surrey Fire & Rescue Service


Staff Engagement Process

3 months notice provided for managers and staff to book on to sessions

Engagement sessions arranged in a variety of accessible locations, meeting specific

requirements accordingly ie additional provision and liaison of interpreter services.

Video of proposals, questions and answers and related page links were provided at

engagement sessions, via SNet and Youtube URL, to give a consistent message and

aid accessibility to staff from any internet connected computer, enabling local screen

magnification or access on home PCs.

SNet pages, staff letters and general communications were developed through close

working with Internal Communications Team, in accordance with the house style.

Staff communications material sense checked with other members of staff to ensure

interpretation for people not as close to the P&R work.

Letters to staff on the consultation of proposals sent in email and paper form as

necessary.

Feedback opportunities - staff with protected characteristics:

Manager briefings and staff consultation sessions

Feedback inbox

Helpdesk HR

Team surveys

One to ones

Attendance percentages of 2968 attendees, 29% of whole group of 10,293:

Gender: 74% Female, 26% Male

Lower paid: 54%

Data used

EIA data – Surrey Pay (Annex 1)

EIA data – Sickness < 2 years service (Annex 2)

EIA data - Sickness > 2 years service (Annex 3)

EIA data – Long Term Absence (Annex 4)

Strategic Engagement (Annex 5)

Pay & Reward consultation feedback

7. Impact of the new/amended policy, service or function


7a. Impact of the proposals on residents and service users with protected characteristics

Protected characteristic2

Potential positive impacts

Potential negative impacts

Evidence

Age None None None

Disability None None None

Gender reassignment

None None None

Pregnancy and maternity

None None None

Race None None None

Religion and belief

None None None

Sex None None None

Sexual orientation

None None None

Marriage and civil partnerships

None None None

Carers3 None None None

2 More information on the definitions of these groups can be found here.

3 Carers are not a protected characteristic under the Public Sector Equality Duty, however we need to consider the potential impact on this group to ensure that there

is no associative discrimination (i.e. discrimination against them because they are associated with people with protected characteristics). The definition of carers developed by Carers UK is that ‘carers look after family; partners or friends in need of help because they are ill, frail or have a disability. The care they provide is unpaid. This includes adults looking after other adults, parent carers looking after disabled children and young carers under 18 years of age.’

http://www.equalityhumanrights.com/advice-and-guidance/new-equality-act-guidance/protected-characteristics-definitions/


7b. Impact of the proposals on staff with protected characteristics

Protected characteristic

Potential positive impacts

Potential negative impacts

Evidence

All Changes to sick pay rules

There are 1,422 staff with

less than two years’ service

representing 13% of the

workforce who will have their

current entitlement to paid

sick leave increased.

Of the affected group with a

current sick pay entitlement

less than 3 months full pay

and 3 moths half pay, there

will be a positive impact, with

increased entitlement to paid

sick leave for:

People aged 25-34,

Front line staff (graded

S1-S7),

Full time women.

The positive impact for

younger workers in front line

positions are expected since

these staff who are more

likely to be new to the Council

and the access to paid

sickness entitlement

Changes to sick pay rules


more than two years’ service



current entitlement to paid sick

leave decreased.


current sick pay entitlement of

more than 3 months full pay

and 3 moths half pay, there will

be a negative impact, with

decreased entitlement to paid

sick leave for:

Full time women.

The negative impact for

women reflects the high

proportion of full time women

in this group compared to the

whole workforce.

Sickness absence > 3 mths

There were 148 people with

absence periods greater than 3

months during 2015

representing 1.4% of the total







increases with length of

service.





whole workforce. Mitigating

actions:

Working with Public Health

towards achieving a

healthy workplace

standard;

Improving its support to

staff by increasing

promotion of wellbeing,

improving access to

counselling and new

physiotherapy services to

respond to SCC key

sickness issues of stress

(mental health) and

musculo-skeletal

problems.

Improving training and

guidance for managers on

recognising and managing

mental health an musculo-

skeletal problems issues;

Improving speed and

quality of the occupational

workforce.

Within this relatively small

number the following are

negatively impacted:

Older people aged 45-54

and 55-64,

Full time women.

The negative impact for older

workers reflecting the

possibility of increased

sickness absence due to

illness associated with ageing.

Analysis of sickness absence

shows that 70% of sickness

absence periods are less than

3 months in duration so a small

group (1.4% of the workforce)

accounts for a large proportion

of total sickness absence.


health referral process;

Investing in health

surveillance approaches

for front line staff.

Improving support for work

based conflict through

promotion of the

restorative practice

framework to help staff

resolve difficulties at work,

including Fairness

Champions, Restorative

Practitioners, Mediators

and Coaches available to

all staff.

Age Changes to sick pay rules













sick leave for:

People aged 25-34,




months during 2015


workforce.




Older people aged 45-54

and 55-64

The negative impact for older

workers reflecting the

possibility of increased

sickness absence due to







younger workers in front line

positions are expected since

these staff who are more

likely to be new to the Council

and the access to paid

sickness entitlement

increases with length of

service.

Working with Public Health

towards achieving a

healthy workplace

standard;


staff by increasing


improving access to

counselling and new


respond to SCC key


(mental health) and

musculo-skeletal

problems.




mental health an musculo-

skeletal problems issues;

Improving speed and

illness associated with ageing.




Investing in health





promotion of the




including Fairness




all staff.

Disability Changes to sick pay rules


staff by increasing


improving access to

counselling and new


respond to SCC key


(mental health) and

musculo-skeletal

problems.




mental health an

Potential for negative impact on people with long term illness, also categorised as having a disability to be sure their condition and adjustments will be provided for. Potential impact raised through consultation that the need for clarity of criteria for sick pay extensions and more effective management, added to stress levels. Potential negative impact where adjustments cannot be made for periods of remission.






Union Pay Team conversation


muscular-skeletal

problems issues;

Improving speed and



Investing in health





promotion of the




including Fairness




all staff.

Gender reassignment

Pregnancy and maternity

Race

Religion and belief

Sex Changes to sick pay rules







more than two years’ service
















sick leave for:

Full time women.





whole workforce.

current entitlement to paid sick

leave decreased.


current sick pay entitlement of

more than 3 months full pay

and 3 moths half pay, there will

be a negative impact, with

decreased entitlement to paid

sick leave for:

Full time women.

The negative impact for




whole workforce.




months during 2015


workforce.




Full time women.

Sexual orientation


Marriage and civil partnerships

Carers4

4 Carers are not a protected characteristic under the Public Sector Equality Duty, however we need to consider the potential impact on this group to ensure that there

is no associative discrimination (i.e. discrimination against them because they are associated with people with protected characteristics). The definition of carers developed by Carers UK is that ‘carers look after family; partners or friends in need of help because they are ill, frail or have a disability. The care they provide is unpaid. This includes adults looking after other adults, parent carers looking after disabled children and young carers under 18 years of age.’


8. Amendments to the proposals

Change Reason for change

Flexibility for managers to make a case to extend sick pay in special circumstances, where a member of staff is engaged with managers in discussing the sickness absence and opportunities for return to work, and one or more of the following applies: o the employee is undergoing

treatment or recovery from illness involving secondary or tertiary care;

o where occupational health advice confirms there is a likelihood of a return to work in a reasonable timeframe;

o awaiting medical advice on potential for early retirement due to ill health; or

o some other special circumstances ie recurring illness in a rolling year.

Flexibility for managers to make a case to extend sick pay in special circumstances.

9. Action plan

Potential impact (positive or negative)

Action needed to maximise positive impact or mitigate

negative impact By when Owner

Changes to sick pay

rules


more than two years’

service representing 87%

of the workforce who will

have their current

entitlement to paid sick

leave decreased.

Clarification of the flexibility for managers to make a case to extend sick pay in special circumstances, where a member of staff is engaged with managers in discussing the sickness absence and opportunities for return to work.

Completed 10 May 16

KA

Sickness absence > 3

mths

There were 148 people

with absence periods

greater than 3 months

during 2015 representing

1.4% of the total workforce.

Clarification of the flexibility for managers to make a case to extend sick pay in special circumstances, where a member of staff is engaged with managers in discussing the sickness absence and opportunities for return to work.

Completed 10 May 16

KA





Older people aged 45-

54 and 55-64,

Full time women.

10. Potential negative impacts that cannot be mitigated

Potential negative impact Protected characteristic(s)

that could be affected

11. Summary of key impacts and actions

Information and engagement underpinning equalities analysis





Staff consultation feedback

Key impacts (positive and/or negative) on people with protected characteristics


There are 6,467 staff with more than two years’ service

representing 87% of the workforce who will have their

current entitlement to paid sick leave decreased.


There were 148 people with absence periods greater than 3

months during 2015 representing 1.4% of the total

workforce.

Within this relatively small number the following are


Older people aged 45-54 and 55-64,

Full time women.

Changes you have made to the proposal as a result of the EIA


Clarification of flexibility for managers to make a case to extend sick pay in special circumstances, where a member of staff is engaged with managers in discussing the sickness absence and opportunities for return to work.


Key mitigating actions planned to address any outstanding negative impacts


Clarification of flexibility for managers to make a case to

extend sick pay in special circumstances, where a member

of staff is engaged with managers in discussing the

sickness absence and opportunities for return to work.

Potential negative impacts that cannot be mitigated



Protected

characteristicCategory

Headcount of

Impact Group

% of Impact

Group

Headcount of

SCC

Workforce

% of SCC

workforce

16-24 270 3% 532 5%

25-34 1410 18% 1896 18%

35-44 1918 24% 2574 24%

45-54 2426 31% 3261 30%

55-64 1632 21% 2116 20%

65-74 226 3% 403 4%

75+ 7 0% 42 0%

Yes 333 4% unknown unknown

Unknown 7556 96% unknown unknown

Ethnicity BME Headcount 740 9% 822 8%

Female 6191 78% 7960 74%

Male 1698 22% 2864 26%

Front Line Staff (S1-7) 4811 61% 6657 62%

Team Leaders (S8-9) 1452 18% 2300 21%

Middle Mgr (S10-12) 1310 17% 1522 14%

Senior Mgr (S13+) 316 4% 345 3%

Any other religion 23 0% 38 0%

Buddhist 51 1% 55 1%

Christian - all faiths 2573 33% 3145 29%

Hindu 57 1% 67 1%

Jewish 11 0% 13 0%

Muslim 415 5% 113 1%

No Faith / Religion 1889 24% 2251 21%

Sikh 6 0% 8 0%

Not Stated 2863 36% 5130 47%

FT Female 2782 35% 3037 28%

PT Female 3409 43% 4923 45%

FT Male 1415 18% 2006 19%

PT Male 283 4% 858 8%

Divorced 390 5% Unknown Unknown

Married 3940 50% Unknown Unknown

Partnered 210 3% Unknown Unknown

Separated 149 2% Unknown Unknown

Single 2319 29% Unknown Unknown

Widowed 40 1% Unknown Unknown

Unknown 841 11% Unknown Unknown

Bisexual 31 0% 53 0%

Gay Man 27 0% 41 0%

Heterosexual 3499 44% 4947 46%

Lesbian 19 0% 31 0%

Prefer Not To Say 1516 19% 2573 24%

Unknown 2797 35% 3179 29%

Total headcount 7889 10824

Gender

Pay Proposals - Equality Impact Analysis (all staff affected by proposals as @ 1.10.2015)

Age

Disability*

Pay

Religion

Working hours

* Current anomaly in the countywide report of disability which is under investigation

Marital status

Orientation


EIA data – Sickness (less than 2 years service) (Annex 2)

Protected


Headcount of

Impact Group

% of Impact

Group

Headcount of

SCC

Workforce

% of SCC

workforce

16-24 160 11% 532 5%

25-34 420 30% 1896 18%

35-44 409 29% 2574 24%

45-54 314 22% 3261 30%

55-64 112 8% 2116 20%

65-74 7 0% 403 4%

75+ 0 0% 42 0%




Female 1133 80% 7960 74%

Male 289 20% 2864 26%


Team Leaders (S8-9) 234 16% 2300 21%

Middle Mgr (S10-12) 123 9% 1522 14%

Senior Mgr (S13+) 18 1% 345 3%

0%




Hindu 15 1% 67 1%

Jewish 3 0% 13 0%

Muslim 29 2% 113 1%


Sikh 6 0% 8 0%

Not Stated 553 39% 5130 47%

FT Female 523 37% 3037 28%

PT Female 610 43% 4923 45%

FT Male 227 16% 2006 19%

PT Male 61 4% 858 8%








Bisexual 4 0% 53 0%

Gay Man 4 0% 41 0%


Lesbian 6 0% 31 0%


Unknown 543 38% 3179 29%


Gender

Sick Pay Proposals - Equality Impact Analysis

(all staff in post as @ 1.10.2015 with less than 2 years service from March 2016)

Age

Disability*

Pay

Religion

Working hours

Marital status

Orientation



EIA data – Sickness (greater than 2 years service) (Annex 3)

Protected


Headcount of

Impact Group

% of Impact

Group

Headcount of

SCC

Workforce

% of SCC

workforce

16-24 110 2% 532 5%

25-34 990 15% 1896 18%

35-44 1509 23% 2574 24%

45-54 2112 33% 3261 30%

55-64 1520 24% 2116 20%

65-74 219 3% 403 4%

75+ 7 0% 42 0%




Female 5058 78% 7960 74%

Male 1409 22% 2864 26%


Team Leaders (S8-9) 1218 19% 2300 21%

Middle Mgr (S10-12) 1187 18% 1522 14%

Senior Mgr (S13+) 298 5% 345 3%

0%




Hindu 42 1% 67 1%

Jewish 8 0% 13 0%

Muslim 386 6% 113 1%


Sikh 0 0% 8 0%

Not Stated 2310 36% 5130 47%

FT Female 2259 35% 3037 28%

PT Female 2799 43% 4923 45%

FT Male 1188 18% 2006 19%

PT Male 221 3% 858 8%








Bisexual 27 0% 53 0%

Gay Man 23 0% 41 0%


Lesbian 13 0% 31 0%


Unknown 2254 35% 3179 29%


Gender

Sick Pay Proposals - Equality Impact Analysis

(all staff in post as @ 1.10.2015 with two or more years service from March 2016)

Age

Disability*

Pay

Religion

Working hours

Marital status

Orientation



EIA Long Term Absence (Annex 4)

Protected


Headcount of

Impact Group

% of Impact

Group

Headcount of

SCC

Workforce

% of SCC

workforce

16-24 1 1% 532 5%

25-34 12 8% 1896 18%

35-44 28 19% 2574 24%

45-54 56 38% 3261 30%

55-64 41 28% 2116 20%

65-74 9 6% 403 4%

75+ 1 1% 42 0%




Female 122 82% 7960 74%

Male 26 18% 2864 26%


Team Leaders (S8-9) 23 16% 2300 21%

Middle Mgr (S10-12) 21 14% 1522 14%

Senior Mgr (S13+) 3 2% 345 3%

0%


Buddhist 0 0% 55 1%


Hindu 1 1% 67 1%

Jewish 0 0% 13 0%

Muslim 9 6% 113 1%


Sikh 0 0% 8 0%

Not Stated 57 39% 5130 47%

FT Female 43 29% 3037 28%

PT Female 79 53% 4923 45%

FT Male 24 16% 2006 19%

PT Male 2 1% 858 8%








Bisexual 0 0% 53 0%

Gay Man 1 1% 41 0%


Lesbian 0 0% 31 0%


Unknown 57 39% 3179 29%


Working hours

Marital status

Orientation


Long Term Absence - Equality Impact Analysis

(all staff affected by proposals as @ 1.10.2015)

Age

Disability*

Gender

Pay

Religion


Strategic Engagement (Annex 5)

Strategic Engagement Dates

Members briefings

Informal PPDC 20 July 2015 2 November 2015 7 December 2015 11 January 2016 25 February 2016

Formal PPDC 18 December 2014 29 January 2016 19 May 2016

Council Overview Board

Informal COB 16 May 2015 1 October 2015

Formal COB 2 December 2015 28 January 2016

Member Briefings 4 April 2016

27 June 2016

Chief Executive Leadership Team

CEDR 23 June 2015 13 July 2015 30 September 2015 6 October 2015 7 October 2015 12 October 2015 30 October 2015 23 November 2015

Extended Leadership Team

7 December 2015 1 February 2016

Directorate Leadership Teams

Adult Social Care 10 June 2015 7 October 2015

Business Services / Orbis 1 October 2015

Chief Executive Office 17 June 2015 15 July 2015

Children’s, Schools & Families 9 September 2015

Customer & Communities 27 August 2015

Environment & Infrastructure 5 August 2015 25 November 2015

Senior Management Teams

Adult Social Care 15 September 2015

Chief Executive Office 16 July 2015

Children’s, Schools & Families 9 September 2015

Commercial Services 17 September 2015 13 October 2015

Customer & Communities 2 September 2015

Environment & Infrastructure 26 August 2015

Trade Union Engagement

Union Rep Forum 17 April 2015 22 June 2015 24 September 2015 20 November 2015


25 February 2016 21 April 2016

Informal Pay Team 19 February 2015 5 March 2015 19 March 2015 9 April 2015 23 April 2015 7 May 2015 21 May 2015 11 June 2015 27 July 2015 3 September 2015 1 October 2015 15 October 2015 12 November 2015 3 December 2015

Formal Pay Team 17 December 2015 21 January 2016 4 February 2016 18 February 2016 3 March 2016 18 March 2016 1 April 2016 8 April 2016 15 April 2016 22 April 2016 29 April 2016 6 May 2016 13 May 2016 20 May 2016

equality impact assessment template - surrey€¦ · equality impact assessment template 1. topic...

Documents