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How to use the EIA form

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 introductory video here 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 using the links below:

 

Overview of features

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.

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Create and complete a form

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.

    If you want to save the form as a draft at any point during completion, navigate to this first page and click the 'Save and Close as Draft' button. The 'Progress Report' field will allow you to type in a reason why you have not yet completed the screening form.

  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.

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Save form as a draft

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.

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Creating a Word document from the form

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

  2. 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.

  3. 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.

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Update an EIA after marking it completed

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.

Example EIAs:

See examples of real life scenarios where EIAs have been carried out here.

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 DutyLink opens in a new window.