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Equality Impact Assessment

An Equality Impact Assessment (EIA) is a way to check that a policy or practice doesn't disadvantage or discriminate against people with protected characteristics.

The University is proud of its diverse community of staff, students and visitors, and is committed to maintaining its excellent record in teaching and research by ensuring there is equality of opportunity for all. Carrying out a thorough review of the University’s policies and practices is one way we can ensure there is no discrimination, or disadvantage to a particular group, from any of the University’s procedures.

Conducting EIAs helps us to meet our responsibilities under the Public Sector Equality Duty. A number of court cases show the link between meeting the PSED and assessing impact on equality.

The EIA Policy and Procedure further outlines what an EIA is and when they should be carried out. You can find details on how to complete an EIA below.

The video on this page provides an introduction to EIAs. You can download the video transcript here.


How to complete an EIA

EIAs should be completed using the EIA Portal. You will first need to complete an EIA screening, in order to ascertain whether a full EIA is needed, the video above provides more information on the questions included in an EIA screening and possible outcomes of an EIA.

You can also find step-by-step guidance on how to use the EIA form below:

Go to the EIA Portal (you will need to be logged in to your Warwick account). Here you will see listed all of the forms you have access to. The features on this list are:

  1. 'Create New' button - this opens up a blank form.
  2. Refresh List button - this refreshes the list so you can see your new form appear.
  3. Filter drop down - this is a choice of filter between EIA Ref number or the Policy Name. Choose one and then type into the field on the right.
  4. Clear filter button - clears the filter and shows all list items again.
  5. Prev/Next buttons - allow you to see the next set of forms.

In order to create an EIA form you will need to have editing access - email m dot hodges at warwick dot ac dot uk to request the correct permissions. Once you have the right permissions in place:

  1. Go to the EIA Portal.
  2. Click the 'Create New' button.

  3. You will now see a blank form which is the Create form view. This form is designed to be short so you can simply get a form started.
  4. Enter the details on the form such as Policy Name, Policy Owner, Responsible Person and choose your department.
  5. Once all those details are entered, you can then click the 'Create Form' button.

  6. Once you've submitted the form, you'll be taken back to the list view. Click the 'Refresh' until you see your form listed. Note: It can take up to 10 seconds for the form to be given an EIA Ref (e.g.EIA123), so click Refresh List until it is.

  7. To go back into your newly created form, click the EIA Ref number.

  8. This will now open the Equality Screening Form, showing more fields and buttons. Notice the information you previously entered is there at the top of the form. It also includes the 'EIA Reference', 'Form Status' and the 'Last Updated' fields for your information.

  9. Once you have filled in the first page, use the Next and Prev buttons at the bottom, to move forward and backward through the pages.

  10. You will notice a 'Save and Close as Active' button at the top right. This will allow you to save and close the form at any point. This will save the form with an Active status. You can use this whenever you have entered anything into a field, to save your progress.

  11. Fill in all of the questions on the screening form until you reach the last page. Finally, you will be asked 'Will this policy/proposal/restructure require a full Equality Impact Assessment?'.

    If you click 'No', it will reveal a 'Print Option' button (which will allow you to create a Word version of your screening form) and a 'Submit Screening Form' button. Clicking the submit button will save the information you entered up to that point and close the form. It will also save the form with a status of ‘Completed – EIA not req.’

    If you click 'Yes', it will enable the 'Next' button at bottom so you can move on to completing the full EIA form.

  12. The next page will show the start of the Equality Impact Assessment Form. This will show you information you have already entered and several new fields to fill in.

  13. On the final page you must tick the 'Is this Assessment Complete?' tick box to reveal the Submit Assessment Form button. Clicking this will save and close the form with the status of Completed and will attach the documents you may have attached.

    Ticking the assessment complete box also reveals the review section, which allows you to choose from a drop down and set a date.

    There is also a 'Print Options' button which, when clicked will show a choice on whether to print the Screening form or the full form.

On the first page of the form there is a 'Progress Report' field which allows you to enter a reason why you have not yet finished the form. Type something into the Progress Report field and click the 'Save and Close as Draft' button which sets the form visibly as Draft.

    1. Click 'Print Options' either at the end of the Screening form or at the end of the full assessment form.

    1. Click either:
        • 'Whole form' – to generate a Word doc with the entire form.
        • 'Screening form' – to generate a Word doc with just the Screening form.
      • Open the Word document, you may need to click 'Enable editing' for the radio buttons and checkboxes to format correctly.

        You can format the document how you wish. Once you have created a Word document you can convert it to a pdf.

      p>EIA creators can set a form status back to 'Active' after it has been set to 'Completed' or 'Completed EIA not req'. This gives the creator of the form the ability to amend or add to the form.

      Once a form is set to completed the buttons giving options to save as a draft or save as active will disappear, to reveal them again go to the final page of the form and click the 'Change to Active' button.


      See completed EIAs

      All members of staff can view the EIAs conducted by colleagues at the University on the EIA Portal.

      You can also see examples of EIAs in practice, and the difference they have made, below. These examples are from outside of the University, they have been taken from Advance HELink opens in a new window, UNISONLink opens in a new window, and the Equality and Human Rights CommissionLink opens in a new window and are based on real life scenarios where EIAs have been carried out.

      You can also see relevant case law on the EHRC websiteLink opens in a new window, demonstrating how EIAs help organisations to meet their legal responsibilities under the Public Sector Equality Duty.

      Eliminating discrimination

      EIA leads to changes in taxi licensing services, increased driver safety, and better relations with drivers.

      A review of feedback and complaints to the taxi and private hire licensing service of Bristol City Council identified a number of complaints from drivers who felt that they were not being treated fairly by the Council. The majority of drivers were from Black, Asian, and Minority Ethnic (BAME) communities. It became clear there was a need for better communication with BAME drivers and awareness-raising among drivers about the regulatory framework governing the trade.

      An analysis of the data revealed that there had been significant changes over the years in those applying for licenses: from white working class men to BAME drivers, many of whom speak English as a second language. Officers realised they needed to be pro-active in explaining the rules and regulations regarding taxi/private hire licensing, recognising that BAME drivers, in particular, were less likely to have access to this information through family/trade connections.

      Enforcement action against drivers brought before the Public Protection Committee negatively affected the drivers’ perception of the Council, yet drivers needed to understand why the breaches had occurred and what their individual responsibilities were.

      The policy was revised as a result of the equality impact assessment to emphasise promotion and prevention. This led to the following actions:

      • Accessible information was produced on rules and regulations
      • Equality and diversity training was delivered for the Public Protection Committee members and enforcement officers.
      • Ethnic monitoring of drivers was introduced.
      • Improved support was provided for drivers who experienced racial harassment.

      The service now reports fewer enforcement actions and there is increased trust from drivers. If they do come before the Committee, most drivers now accept that it is on the basis of sound evidence.