Warwick's Adjustments Policy outlines our commitment to provide adjustments for a range of personal circumstances, needs, or identities - including religion and belief - that impact staff's ability to perform at their best.
Below we’ve answered some key questions to provide guidance on supporting common religion, faith, or belief-based requests.
Get started with the guidance below...
Note: This is non-statutory guidance designed to help you understand and apply University policies – the below does not constitute policy.
Religion and Belief in the Equality Act
The Equality Act 2010 protects people from direct and indirect discrimination, harassment, and victimisation on the basis of nine 'protected characteristics', one of which is ‘Religion or Belief’.
For colleagues managing staff: Note that the Equality Act protects job applicants as well as existing employees, therefore job applicants, individuals who have accepted but not yet started a job, employees on a permanent or temporary contract, and casual/freelance workers (e.g., Unitemps, GTA, and STP) are all protected under the Act.
For colleagues supporting students: Note that the Equality Act applies to current students, as well as prospective students when applying to the institution and, in some circumstances, former students.
The Act states that “Religion means any religion”, but it does not include a list of religions which are covered in this protected characteristic or a specific definition of what constitutes a religion. Courts have interpreted this to include any religion which is sufficiently serious and has a clear structure and belief system.
A religion need not be well known to be protected by the Act, and denominations within religions are likely to be recognised as religions under the Act.
The ‘religion or belief’ protected characteristic includes philosophical beliefs so long as they:
Are genuinely held.
Are a belief (a conviction that something is true, correct, or real) and not just an opinion/viewpoint based on information currently available.
Relate to a weighty and substantial aspect of human life or behaviour.
Attain a certain level of cogency, seriousness, cohesion, and importance.
Are worthy of respect in a democratic society, not incompatible with human dignity and don’t conflict with people’s fundamental rights.
The Act says that the ‘religion or belief’ protected characteristic includes “a lack of religion” and “a lack of belief”. This means people who do not have a religion or belief are protected, and that people who do have a religion are protected from discrimination for not having another religion.
Assessing Religion or Belief Adjustment Requests
Whether or not you are familiar with the staff member’s or students’ religion or belief(s), or the particular practice or observance for which a request is being made, staff and students should be treated with respect and requests considered sympathetically.
You can review the reasonableness of a request, for example considering business need, how easy or difficult it would be to accommodate the request, and the effect of accepting or refusing the request on the individual and other staff. But you should refrain from evaluating the sincerity of a religious belief as part of your consideration of whether or not to approve; for example, if the request is short term, it does not undermine its validity (e.g., if someone requests flexibility so they can attend Bible study just during Advent). You should give proper consideration to requests, if you do refuse a request you would need to be able to objectively justify this decision.
Examples of the kinds of requests staff and students may make are included in this guidance for illustrative purposes, but this is by no means exhaustive. The best thing to do is speak to the staff member or student themselves and listen to their wishes. Expressions of faith can vary, so not everyone’s needs will be the same even if they have the same religion or belief(s). The individual themselves is best qualified to tell you what works for them and what support they need.
Time Off and Flexibility
There are occasions on which staff or students may request time off from work or study to observe a religious holiday; for example, some religious observances prohibit work (such as the Jewish holiday Yom Kippur). Additionally, staff may need time off or flexibility to make time for prayer; for example, some religions have holy days in the week where religious observance or particular practices are expected or especially important at certain times (e.g., Muslims may require an extended lunch break on Fridays in order to attend a congregational prayer and sermon which takes place after noon).
You are not required to automatically approve all requests, if there is a good reason not to, such as a pressing business need. But you must give proper consideration to any requests – not doing so could amount to discrimination under the Equality Act. You should approve it wherever possible, as any other leave request.
For colleagues managing staff: You can treat these requests in the same way you would any other request for annual leave or flexible working – give them proper consideration and approve wherever possible. If it is not possible to approve a request for legitimate reasons you should discuss the situation with the individual to see if there are some adjustments that can be made. For example, enabling staff to work from home, allowing a temporary change to working hours, adjusting times when breaks are taken or allowing a longer break to suit prayer needs.
For colleagues supporting students: All timetabling arrangements for students with time off needs relating to religion or belief are made individually by departments, as required. Students should not be registered as having an unauthorised absence from lecturers/seminars if their absence is due to religious commitments and this has been discussed and agreed beforehand.
A staff member or student with a religion or belief should not automatically be given priority over others. The Equality Act protects both those who do and do not have a religion or belief – this means prioritising these requests for time off or flexibility over others could amount to discrimination against people with no religion or belief.
You should consider all request for time off or flexibility thoroughly, reviewing the situation for each case.
Departments are encouraged to take a pragmatic approach to specific extension requests from both undergraduate and postgraduate students who may require an extension for reasons of religious observance. Students can also be advised that for eligible assessments, they can apply for an extension of 5 working days, without the need for evidence, via the self-certification policy.
Students are expected to attend examinations; presenting for an exam is taken to imply fitness to undertake the examination. If a student is unable to sit an exam on a particular day or at a particular time due to a religious commitment, you should advise them to complete a Religious Observance Form and return it to the Examinations team as soon as possible. The deadline for submission of this form will be during the Spring Term (for the academic year 2022/23, the deadline is Friday 3 February 2023). The University will make every reasonable effort to avoid times/dates identified in the form. However, due to timetabling constraints this may not always be possible. In these instances, colleagues in the academic department should discuss the situation with the student to see if any alternative arrangements can be made, such as deferral of an examination period.
Reasonable religion, faith, or belief-based exam or assignment extension requests or flexibility should be considered for both centrally and departmentally scheduled deadlines.
Please note that this is guidance only, please see the University’s policies for full details on mitigating circumstances and exam deferral.
Staff example
A Hindu member of staff will be celebrating Maha Shivaratri (a festival celebrated annually in honour of the god Shiva), which will involve observing a fast and staying awake overnight to pray. As the festival is due to fall on a Monday, the staff member requests to work from home to save time on commuting and to start later on Tuesday in order to catch up on some sleep before work.
The manager is happy that the staff member’s work can be completed at home (e.g., their role does not require a physical presence on campus, access to resources on campus is not needed), and checks they have the equipment they require (e.g., a laptop, somewhere to work, a headset). The manager confirms that the staff member has no meetings or teaching in the morning and any meetings in the afternoon can be held online. It is agreed the staff member can start work later and work from home for the day.
Student example
A Sikh student will be reading in an Akhand Path (a continuous reading of the Guru Granth Sahib accomplished within 48 hours commencing before Sikh festivals or in honour of major life events like marriages, funerals, and births). One of the students’ modules has assessed presentations on Thursday and Friday. The reading is due to begin on Friday morning, as such the student requests that their presentation take place on Thursday morning to give them time to prepare on Thursday evening and keep Friday clear.
The module leader has allocated the student a presentation time on Friday afternoon, but they are able to offer an alternative time slot on Thursday morning and confirm this with the student.
Dietary Requirements and Fasting
Many religions include dietary guidelines and restrictions; for example, Rastafarian staff and students may follow a diet based on ital (referring to foods that are pure and natural) and therefore avoid foods which contain preservatives, additives, chemicals, food colourings, or flavourings. Additionally, many religions include a practice of fasting; for example, Hindu staff and students may fast on certain days of the week in order to honour a particular deity whom that day is dedicated to (e.g., Thursdays are associated with Vishnu), other religions include longer periods of fasting e.g., Christians may fast during the 40 days of Lent and Muslims may fast during the month of Ramadan.
You are not required to automatically approve all requests, if there is a good reason not to, such as if doing so would be impractical or unreasonably costly. But you must give proper consideration to any requests – not doing so could amount to discrimination under the Equality Act. You should try to cater for all dietary requirements, if you do refuse a request you would need to be able to objectively justify this decision.
There are some things you can think about in supporting staff and students who are fasting:
Be understanding: Staff and students who are fasting, especially over a longer period, may be lethargic, irritable, and/or have reduced productivity (especially towards the end of the day). Colleagues supporting staff and students should be understanding and sympathetic to this, for example, allowing staff or students to have a period of rest when tired. Criticising the staff member’s or student’s productivity or performance while they are fasting could be discriminatory.
Try to schedule meetings/more challenging work earlier in the day: As above, staff and students who are fasting are likely to become more tired or less productive as the day goes on, so consider their energy levels when arranging meetings or more challenging tasks, it can be easier for staff and students to focus on more routine tasks later in the day. Avoid arranging evening meetings or events where possible.
Be flexible: If staff or students request time off or some changes to their working hours, pattern, or location, consider these thoroughly (see the section on time off above for more); for example, if staff request to start work earlier, finish earlier, or take shorter lunch breaks (bearing in mind staff’s right to an uninterrupted 20 minute rest break during their working day if they work more than 6 hours).
If a staff or student approaches you as they feel that fasting may affect their work or academic performance, discuss the situation with them to consider if there are adjustments that can be made.
Departments are encouraged to take a pragmatic approach to specific extension requests from both undergraduate and postgraduate students who may require an extension for reasons of religious observance. Students can also be advised that for eligible assessments, they can apply for an extension of 5 working days, without the need for evidence, via the self-certification policy.
Students are expected to attend examinations; presenting for an exam is taken to imply fitness to undertake the examination. If a student feels that observance of a fast will have a significant adverse health effect on their examination performance, they should submit mitigating circumstances or consider requesting a deferral of examinations in advance of the examination period.
Reasonable religion, faith, or belief-based exam or assignment extension requests or flexibility should be considered for both centrally and departmentally scheduled deadlines.
Please note that this is guidance only, please see the University’s policies for full details on mitigating circumstances and exam deferral.
When you consider whether or not a staff member’s or student’s request can be approved the impact on other staff or students is a relevant factor in that assessment e.g., would it put too much work on other staff if colleagues are required to cover a fasting staff members work if they leave early? However, the fact that others think a request is unfair does not in itself constitute a reason to refuse the request. You should consider the request thoroughly and approve it where possible and reasonable.
If you approve requests, it may help to explain to colleagues or other students why the request is being approved e.g., telling team members that a staff member will be leaving work early during a period of fasting, but this is temporary, and they will be making up the hours at other times. You should discuss this with the individual making the request first to check what they are comfortable with being shared.
Staff example
A Muslim staff member is fasting for Ramadan and has asked their line manager if they can focus their most challenging work (including meetings, appointments with students, etc.) in the morning, when they have the most energy, wherever possible. The manager has agreed for meetings to be held in the morning, but the staff member is due to attend a meeting with someone who is currently in the United States with a 6-hour time difference. Based on the external person’s availability the meeting has been arranged for the late afternoon/early evening. It can’t be rearranged for the morning, as it’s the middle of the night for them in the US.
The manager discusses the situation with the staff member, they may consider a number of options – is it necessary for the staff member to attend, or is it sufficiently covered by other attendees? Can other flexible arrangements be made to support the staff member to conserve energy for this meeting e.g., taking more or longer breaks? Would they prefer for the meeting to be later in the evening so they can break fast first (known as ‘Iftar’)? This may be possible for some staff, but it should be noted that Ramadan, and Iftar specifically, may be an important family time for some staff, and some may attend Taraweeh (congregational prayers conducted after Iftar) so may not be able to attend a meeting after sunset.
If it is not possible to accommodate a request for legitimate business reasons, it is permissible to ask staff to undertake a particular duty, but you should discuss it with them to see what adjustments can be made to support them.
During a lecture the lecturer notices that a student looks tired and unfocused, they are concerned that the student is not listening. After the session, the lecturer speaks to the student to ask if they are ok as they seem less engaged than usual.
The student says that they are a little tired as they are currently fasting. The lecturer is understanding of this and offers support by reminding the student that they can email them or come to their office hours if they would like to check or go over anything.
Religious Dress or Symbols
The wearing of religious dress or symbols can be an important expression of a staff member or student’s religious identity and commitment; for example, some Sikhs may wear a kara (steel wristband) as an identifying symbol and some Muslim women may wear a hijab (headscarf) or niqab (facial covering). Additionally, some worn expressions of faith can be short term; for example, some Christians may wear a cross made of ashes on their forehead on Ash Wednesday. The University is supportive of staff and students who wish to wear such items, and this should not be discouraged.
Staff and students also have the right to object to or request changes to dress codes or uniforms if they feel it conflicts with their religion or belief; for example, adjustments to headwear to allow for wearing of head coverings. All requests should be thoroughly considered and wherever possible supported.
Where dress requirements relate to the practical necessities of a staff member’s job or a particular activity – such as health and safety requirements in settings like laboratories – you can be justified in asking a staff member or student to remove or to wear particular items (such as protective clothing). But you must give proper consideration to any requests and be clear why a religious symbol or dress poses a risk to health and safety; for example, if a symbol worn on a chain could become entangled in machinery. And, any instance in which a staff member is requested to remove a particular item should be handled with respect and dignity.
If it is not possible to approve a request for legitimate reasons, you should discuss the situation with the individual to see if there are some adjustments that can be made. For example, providing disposable coverings (e.g., sleeves) which would allow staff/students to dress modestly whilst also not compromising infection control, allowing staff/students to wear a facial covering but asking them to temporarily remove it (this should be done out of the public view and, where practical, only in the sight of someone of the same gender) to confirm their identity as needed (e.g., before an exam), being specific about the circumstances in which an item must be removed (e.g., when using particular equipment) and allowing it to be worn the rest of the time.
As far as possible, you should show flexibility to support people to practice their faith in this way.
Staff example
A Buddhist member of staff wears a protective amulet on a chain. Due to the nature of their work, a risk assessment determines that necklaces are too dangerous. The manager discusses the situation with the staff member, and it is agreed they can wear the item as a pin/badge/broach underneath protective clothing at times when a chain presents a health and safety risk (e.g., when working with machinery), and on a chain the rest of the time (e.g., when working in an office).
Student example
A student who wears a head covering is interesting in becoming a surgeon (this could be e.g., a Muslim student who wears a hijab, a Sikh student who wears a turban, or a Jewish student who wears a yarmulke). They speak to a staff member about this to get advice and the staff member tells them that this will not be possible unless they are willing to remove their head covering during surgery to meet infection control requirements. This advice is incorrect, as the NHS England dress code guidance states that in surgical theatres staff can wear normal cloth head coverings so long as they are washed appropriately or a disposable head covering.
Staff should not prevent students from engaging in activities or accessing experiences on their course on an assumption or guess of what religious dress will be permissible. Instead, it would be appropriate to share with the student the dress code policy or encourage the student to look into this themselves.
Opting out
There may be some tasks or requirements which staff may ask to opt out of because it conflicts with their beliefs; for example, ahimsa (non-violence) is a key principle of Jainism, as such Jain staff may wish to opt out of handling meat due to their strong belief that no living entity should be harmed or killed.
In addition, staff may ask to be exempt for having to work on certain days or at certain times; for example, Jewish staff may request to not work during Sabbath (beginning on Friday evening at sunset and ending on Saturday evening).
You are not required to automatically approve all requests, if there is a good reason not to. But you must give proper consideration to any requests – not doing so could amount to discrimination under the Equality Act. You should approve it wherever possible, as any request for flexibility or adjustments.
You should not approve a request if it relates to opting out of working with staff, students, or visitors because of their religion or belief or another protected characteristic*. All employees have a legal responsibility to provide goods, facilities, or services in the same way to all, regardless of any protected characteristics – not doing so would amount to direct discrimination.
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* The Equality Act covers 9 protected characteristics: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation.
The University’s Regulation 36 governs students’ registration, attendance, and progress. The following is an extract from the Regulation:
“1. Students are expected to engage fully with their course of study, take responsibility for their own learning and co-operate with their department and wider University as members of the University community. Students must comply with the requirements for their course as set out by the department.
2. Students are expected to inform departments of any health problems, changes in circumstances or other difficulties that may affect their progress. If a student fails to inform the department, these circumstances cannot be taken into account.”
Staff example
Changes to job roles lead an ethical vegan employee to have additional duties, including cleaning food preparations areas. The staff member tells their manager that, due to their philosophical beliefs, they wish to avoid coming into contact with meat at work. The manager reviews the impact this would have on other staff, as duties would need to be reorganised in order that the tasks are still completed. The manager concludes that the impact on other staff can be easily managed and agrees to exempt the staff member from cleaning areas where meat has been handled or is stored.
Further guidance and resources
You might find the following additional links helpful:
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