Equality Impact Assessment (EIA) guide

What an equality impact assessment is

An equality impact assessment (EIA) is used to assess the potential impact of a policy, practice decision or provision on the people who may be affected by a provision, criteria or practice (PCP).

An assessment of the potential impact enables us to proactively:

• identify whether the provision, criterion or practice (PCP) could cause indirect discrimination (a negative differential impact) for certain demographic groups
• identify whether the PCP could help to promote equality, diversity and inclusion (a positive impact)

Why we need to conduct equality impact assessments

Institutions carry out equality impact assessments (EIAs) to make sure that their provisions or practices do not indirectly discriminate against members of some demographic groups.

EIAs also help to ensure that provisions, criteria and practices (PCPs) enhance the equality and inclusion of all demographic groups, and support an environment where everyone can thrive. It is important to involve people with diverse experiences and subject matter knowledge in the assessment.

Equality impact assessments are also a legal requirement. Under the Public Sector Equality Duty in the Equality Act 2010, all public bodies must work to:

• mainstream equality in their activities
• prevent indirect discrimination
• eliminate unlawful discrimination, harassment and victimisation
• advance equality of opportunity
• foster good relations between people who share a protected characteristic and those who do not

The Equality Act 2010 (Specific Duties) (Scotland) Regulations 2012 require public bodies in Scotland to use equality impact assessments as a tool to help meet these legal duties.

Failing to carry out an equality impact assessment may put the University at risk of legal challenge.

When it is necessary to undertake an equality impact assessment

An equality impact assessment (EIA) should be carried out whenever a provision, criterion or practice (PCP) is developed, reviewed or withdrawn. This should happen early in the PCP.

Because of the size of the University, a large number of PCPs are developed, reviewed and withdrawn each year. It would not be practical to carry out a detailed EIA as part of all PCP development, review and withdrawal processes

You can use the Equality Impact Assessment Screening form (Word) to help with this decision.

If the screening shows that a full EIA is not needed, this outcome must still be recorded.

Please send the completed screening form to eia@st-andrews.ac.uk so it can be approved and published.

How to carry out an equality impact assessment

Step 1: Who should carry out the assessment

The person developing the provision, criteria or practice (PCP) should ideally lead the equality impact assessment (EIA), as they have the most knowledge of the subject and the work area.

However, it is important to involve others in the process to gain a broader perspective and ensure the assessment is thorough.

Use the Equality Impact Assessment form (Word) to record your assessment.

Step 2: Assess the impact

Consider whether the provision, criteria or practice (PCP) will affect students, staff or the wider community. Think carefully about how it could impact people with different characteristics. The impact could be positive, negative or neutral.

Use the table in the EIA form to record your assessment. The table lists the nine protected characteristics.

Things to consider

• Is there evidence that implementing, reviewing or withdrawing the PCP will affect different groups in different ways?
• Does the PCP relate to an area where important equality issues are likely to arise?
• Does it raise significant human rights concerns?
• Does it offer an opportunity to reduce inequalities or improve human rights outcomes?
• Will it affect how functions or services are delivered?
• Will it affect the conditions of people using the service or in employment?
• Will it significantly affect how other organisations operate (for example, a national strategy, inspection framework or funding criteria)?
• Is there evidence that the PCP is particularly important to minoritised groups?
• Does it relate to an area where the University has set equality outcomes?

Mitigating actions

If there is a risk that some groups could be negatively affected, explain what steps you will take to reduce or prevent this impact.

Describe any positive measures you are introducing and how they will help. For example, you might introduce inclusive recruitment training for panel members as part of a revised recruitment guide.

How you assessed the impact

Explain how you reached your conclusions. For example, you may have used:

• staff survey data
• equality monitoring data
• population demographic information
• targeted surveys
• feedback from stakeholder focus groups
• benchmarking from other higher education institutions
• equalities research

Note any gaps in the evidence.

You should also consider who else you could consult at the University. This could include staff networks, student associations or EDI committees.

When consulting, make sure you include an accessibility statement and clearly state that alternative formats of communication are available free of charge on request.

Step 3: Record and publish the assessment

The person leading the equality impact assessment (EIA) is responsible for recording the findings on the EIA form.

If you need support with the EIA process, contact eia@st-andrews.ac.uk.

Once the form is complete, send it to the EDI Team at the same email address for approval. The EIA will then be published and uploaded to the EIA repository.