EOC Minutes 3 November 2006 - Heriot-Watt University

Heriot-Watt University
Equal Opportunities Committee Meeting
Minutes
10.30 am 3 November 2006 , Anderson Room, Library
Chair:
Michael Breaks (Library)
Present:
Eileen Blackwood (International Student Adviser)
Christine Johnston (Student Welfare Services)
Professor Greg Michaelson (Campus Unions)
Karen Nicol (Human Resources)
Professor Raffaella Ocone (Academic Head Chemical Engineering)
Jim Polson (Human Resources)
Sandra Sabiston (Disability Adviser)
Howard Taylor (Chaplaincy)
Sharan Virdee (Equality and Diversity Advisor)
Apologies:
Professor Chris Brotherton (Deputy Convenor School of Life Sciences
Management Committee)
Liam Burns (HWUSA)
Katherine Mackay (HWUSA)
Suzanne MacKenzie (HR Adviser)
Anne Ormston (School Office Administrator, School of built Environment)
Gina Netto (Research Fellow)
The Chair opened the meeting welcoming those in attendance. It was
acknowledged that the Committee had not met for some time and that looking
over the previous minute would be redundant. He suggested that the meeting
would concentrate on the role of the Committee and its future direction in the
light of the appointment of the new Equality and Diversity Advisor. He
reminded those present of the Equality Plus report commissioned by the
University and its recommendation to create a post focusing on equality
issues. He then introduced Sharan Virdee to the meeting and suggested that
the meeting start from item 5, looking at the Work Plan for the Equality and
Diversity Advisor.
5. Work plan for Equality and Diversity Advisor
Before speaking to the document, the Equality and Diversity Advisor reminded
the Committee that the invitation to attend the meeting had been broader than
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the previous Committee membership in order to involve a wider range of
interested parties in shaping the direction of the group.
She introduced the item highlighting the role of the document as an outline of
activity covering the period until December 2006 and suggested that the
document would be helpful to the discussion about the role and remit of the
Committee. She drew attention to the document being split into sections to
cover corporate activity (covering strategic and University wide actions) and
then covering each of the equality strands. She reported that particular work
had been taken forward around disability with the Disability Equality Scheme
(with the Disability Advisor leading) and Mental Health protocols for Staff (in
collaboration with Human Resources and linking to the work of Student
Welfare Services focussing on students). She reported connections to the
Widening Access Team re the ATHENA Swan Charter and gender balance
issues. She also reported that significant work had taken place to re-vamp the
equality and diversity pages on the website in order to have an up-to-date
information resource. She acknowledged that much of the current work
covered ‘getting to know’ the University and she invited comments from the
members of the Commitee.
It was suggested that the Work Plan was comprehensive but that it may be
heavily tilted toward administrative tasks and that it might be helpful to be
more focused toward the development and implementation of policy. It was
recognised around the table that this would come with time and that effective
admin support was available.
There was some discussion about ‘culture change’ within the organisation to
enable staff to respond with more confidence to the equality agenda. It was
recognised that it would be helpful to have more practical guidelines focusing
on how to support staff who need to respond to specific needs for other staff
and students, clearly identifying referral lines.
The Committee agreed that work would need to be taken forward to help
create a more supportive environment for staff and students in responding to
the equality agenda and to enable staff and students to disclose personal
information. It was recognised that this would be an ongoing task.
There was some discussion of the role of Equality Champions within the
University as a recommendation of the Equality Plus report. The Equality and
Diversity Advisor circulated an outline remit of Equality Champions from an
NHS document to aid discussion. It was recognised that there could be some
difficulties in such a scheme if emphasis was only placed on the Champions
and not the wider issues of culture change and support across the University.
It was recognised that some core competencies for managers which
incorporated equalities issues would be one way to address culture change.
It was acknowledged that a number of building blocks would need to be in
place in order to incorporate equalities into everyday working, such as
ensuring that induction sessions for individual Schools and Services
incorporated equalities issues.
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The Chair raised the issue of Equality Impact Assessment (EIA) and the
Equality and Diversity Advisor outlined EIA as a process for assessing how
different policies and working practices affect different groups. Essentially,
EIA was described as a screening process to enable any adverse impact from
policies and working practices to be tackled. She reported a strong link
between EIA and the equalities legislative framework and that the process
within the University would be a holistic one covering all the equality strands.
She updated the group that a ‘test’ of the in-house toolkit was to begin shortly
with the International Recruitment Office which would help to flag up any
problems before a roll-out to all new policies (to meet statutory requirements)
which is likely to being from April 2007.
*POST MEETING NOTE – ATTACHED TO THE MINUTE IS A COPY OF
EIA BRIEFING FOR INFORMATION
6. Role, Remit and Membership of the Committee
There was some discussion of the role, remit and membership of the
Committee tied into the discussion on Equalities Champions. It was
recognised that the Committee would alter significantly if the Equality
Champions route was taken and that this would need to be clarified.
There was some suggestion that the Committee should meet more regularly,
possibly 4-times per year, and that the Committee should focus on overseeing
and supportive functions and formalising policy. The meetings should be
focused and possibly separate information sessions could be held to cover
particular equalities strands. It was agreed around the table that the
Committee should add value to its members along with the equalities agenda.
It was agreed that the Equality and Diversity Advisor draw up a proposal that
would outline a ‘nuts and bolts’ approach to equalities including the support
throughout the organisation, core competencies for managers and the role of
Equality Champions and the Equal Opportunities Committee. This would also
include a cycle of meetings and suggested agenda items.
It was also recognised that some clarity was needed over the formal reporting
mechanisms for the Committee as a Committee of Court. The Equality and
Diversity Advisor agreed to clarify the position and that this would inform the
proposal.
7. AOCB
There was no other business.
8. DONM
TBC
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Action
Lead Officer
Prepare proposal of holistic approach to equality including:
SV
• Culture change issues throughout the organisation
• Training and support mechanisms
• Confidence building throughout the organisation
• Core management competencies
• Equality Champions
• Role, remit and membership of Equal Opps
Committee
Check formal reporting mechanisms for Committee
SV
Development of practical guidance to aid staff in responding
to equality issues
SV
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