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What is an Equality Impact Assessment?

An Equality Impact Assessment (EIA) is a structured process used to evaluate the potential impact of a policy, decision or practice on different groups of people. It helps identify whether a provision, criteria or practice (PCP) could disadvantage individuals of some demographic groups and ensures that equality considerations are built into decision-making.   

Why do we need to conduct Equality Impact Assessments?

Institutions conduct EIAs to ensure that none of their provisions or practices indirectly discriminates against members of protected characteristic groups. We conduct EIAs to outline how we have taken this into consideration and how the PCP enhances the equality of opportunity and fosters good relations between those who are from protected characteristic groups and those who are not. It is important to involve those with diverse experiences and subject matter knowledge in the assessment.  

EIAs are also conducted to comply with a legal requirement. The Public Sector Duty of the Equality Act 2010 requires all public bodies to mainstream equality, to prevent indirect discrimination, eliminate unlawful discrimination, harassment, victimisation, advance equality of opportunity and to foster good relations between people who share a relevant protected characteristic and those who do not.

The Equality Act 2010 (Specific Duties) (Scotland) Regulations 2012 make it a legal requirement for public bodies to use Equality Impact Assessments as a tool that enables compliance with the Public Sector Duty.   

Failure to conduct Equality Impact Assessments therefore places the University at risk of a legal challenge.

When is it necessary to undertake an EIA?

An Equality Impact Assessment is undertaken whenever a PCP is developed, reviewed or withdrawn. PCP changes can include; policy development or updates; team or department restructures and new procedures or initiatives. This should be carried out early in the development of the PCP. Because of its size, the University develops, reviews and withdraws a lot of PCPs. It would therefore be overwhelmed were it to attempt to conduct detailed EIAs as part of all PCP development, review and withdrawal processes. There is therefore useful criteria that will help determine which PCPs require an EIA. See Equality Impact Assessment Screening form (Word). The screening form should be saved to record how the decision was made whether to progress to a full EIA or not. Please send the completed screening form to eia@st-andrews.ac.uk for signing off and saving.

How?

Step 1- Who?

The EIA should normally be led by the person developing the PCP, as they are likely to have the best knowledge of the subject matter and the context in which it will operate. However, it is important to involve others in the assessment to get a comprehensive picture. 

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

Step 2 – Assess

Impact - Will the PCP affect students, staff or visitors to the University? Consider carefully about how your proposal could impact on people with different protected characteristics. Could be positively, negatively, no impact or the impact may be unknown. The unknown option could be selected if it has not been possible to find any data or evidence of impact. It’s helpful to record impact in the table on the EIA template which shows the nine protected characteristics.

Things to consider -

• Is there evidence to suggest that the implementation, review or withdrawal of the PCP will have differential impact of different groups of people?
• Does the PCP in question relate to an area where important equality issues are likely to be raised?
• Does it relate to an area where there are significant issues raised?
• Does it relate to a policy where there is significant potential for reducing inequalities, or improving human rights outcomes?
• Does it affect how functions and services are delivered?
• Does it affect the conditions of those participating in the service or employment?
• Will it have a significant effect on how other organisations operate (for example, a national strategy, an inspection framework or criteria for funding)?
• To what extent is there evidence that the PCP in question is important to minoritised groups?
• Does it relate to an area where we have set equality outcomes?

Mitigating actions - If there are risks that some groups will be impacted negatively, what actions will you take to prevent this negative impact? Highlight the beneficial measures you have put in place and how they will be effective.

Here are some examples of mitigating actions

How did you determine this – Outline what you used to find this out for example staff survey data, equality monitoring data, population demographic information, targeted surveys, feedback from stakeholder focus groups, benchmarking from other higher education institutions and equalities research. Are there any gaps in the evidence?

Consider who else you might consult within the university such as staff networks, student associations and EDI committees. In consultation ensure that you include an accessibility statement and note that alternative formats of communication are available free of charge on request.

Step 3 - Recording and publishing

The lead person undertaking the Equality Impact Assessment is responsible for recording the findings of the assessment on the Equality Impact Assessment form (Word) . If you require support on the EIA process, please contact EIA@st-andrews.ac.uk. The completed form should be sent to the EDI Team for sign off. Once approved, the EIA will be published and uploaded into the EIA repository.

Step 4 – Monitoring and Reviewing Impact

It is important to monitor the ongoing impacts of the PCP and to regularly review the Equality Impact Assessment. This keeps the EIA current and ensures any changes, new data evidence, legislation or external factors are taken into consideration.

 For example;

• build in an EIA review which aligns with the policy review (usually every 3years).
• plan to collect and monitor relevant data e.g. service uptake on a regular basis to evidence any changes.