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Action plan for level 4 of the Equality Standard
2007/2008
4.1 Leadership and Corporate Commitment
Task Requirements Checklist Evidence needed Lead responsibility Date expected What we will do Action carried out Date achieved
4.1.1 Use corporate information to Have corporate guidelines been Corporate equality monitoring Heads of Service 31 Mar 2008 Produce guidelines on equality monitoring Guidelines established July 2007 July 2007
(linked with address adequacy of service established for information guidelines documents; Get agreed by Cabinet and available on website
ref 31 area information and monitoring gathering and equality Report from corporate equality Draw up a set of targets reflecting what's in service plans, Monitoring of all targets on a quarterly
of service systems monitoring? steering group assessing equality action plans etc, to have one complete document basis began in June 2007 Quarterly reports
plans) Is there a corporate process in service area monitoring schemes Get agreed by Cabinet Report to Cabinet on 11 September 2007, to Cabinet:
place that assesses the 4 December 2007 11 Sep 2007
adequacy of service area 4 Dec 2007
information and equality
monitoring systems?
4.1.2 Set up system for review of Is there a system for Corporate equality monitoring Heads of Service 31 Mar 2008 Set up a steering group with key officers Corporate Equality Steering Group June 2007
service and employment examining the impact of guidelines document, endorsed Report on the agreed targets to SMG and Cabinet quarterly established June 2007
monitoring reports by policies on all the groups by Cabinet Liaise with representatives from relevant groups about targets All associated info available on line Ongoing
designated consultation and targeted by the action plans? Report from corporate equality and whether they are effective CESG agreed with the content of the report monitoring and
scrutiny groups steering group assessing sent to Cabinet. Minutes on website. reviewing of
service area monitoring schemes Written to all local groups inviting them to associate reports
comment on our targets - July 2007
Advert in MM September edition
Wrote to all member of the Citizens Panel
and stakeholders in September and October
2007. This approach was agreed by CESG
in August. All responses have been documented
and sent out. Targets will be changed as
a result when revised.
4.1.3 Review targets against Is implementation of equality Minute of meeting detailing Heads of Service Ongoing Discuss quarterly reports from Heads of Service of targets Report to Cabinet: 11 September 2007, 11 September
monitoring information and targets being regularly review of monitoring reports; Quarterly in service plans. Establish whether any issues have arisen, 4 December 2007 2007
produce reports for SMG monitored to identify any guidelines for assessment reporting and if so, what measures need to be put in place 4 December 2007
problems and to ensure that Ongoing on a
objectives are being achieved? quarterly basis
4.1.4 Prepare reports on progress Has a system of reporting been Documentary evidence of Diversity and Ongoing Steering group to assess monitoring collected Report to Cabinet 11 September 2007 The first report
against policy objectives for established to inform council reporting system detailing Information Officer Biannually by Heads of Service, quarterly. List of who was contacted produced went to Cabinet on
Cabinet and audit committees? committee(s) to be informed; reporting Then prepare reports and send to SMG and Cabinet. Minutes of CESG online 11 September
Have reports been submitted to circulation list; minutes of HR Position Statement produced and 2007, the second
committees setting out meetings that have considered available on website. Sent to Cabinet on on 4 December
progress against target? monitoring reports 31 July 2007. 2007,
Quarterly reports on monitoring to SMG:
11 Sept, 4 Dec 2007
4.1.5 Take on board responses from Is there a planned process for Guidelines for review, schedule LSP Manager Ongoing Steering group to decide monitoring review process. Probably Letter sent inviting all local groups in to June 2007
(linked with designated consultation and review of service and of meetings with appropriate Quarterly in line with quarterly reporting by Heads of Service. discuss targets sent 2 July 2007
ref 29 scrutiny groups for revising employment monitoring reports groups reporting Liaise with HR to discuss specific HR monitoring data. Advert put in MM September edition so Sept/Oct 2007
service policy objectives and targets by designated consultation and that all interested people know
plans) scrutiny groups? Letter sent to Citizens Panel on 27
September 2007 and Stakeholders on
4 October 2007.
Report to Scrutiny January 2008
All responses
All responses have been documented
and sent out. Targets will be changed as
a result when revised.
4.1.6 The authority has made Has a system been Diversity and 31 Mar 2008 Establish contacts with representatives from Letters sent on 2 July July 2007 initially
arrangements for the external established that invites Information Officer relevant groups. Then send copies of the targets and Letter sent to Citizens Panel on 27 Waiting for
scrutiny of action plans independent external scrutiny of with Steering at what stage we are against them, annually. September 2007 and Stakeholders on responses.
progress against action plans? Group 4 October 2007. Further contact in
Report to Scrutiny 21 November 2007 September via
All information available online Moorlands
Employees invited to comment Messenger for
Advert in September MM edition for residents and in
community comments August for
In local press 24 October 2007. emploees via the
On website 19 October 2007 to 3 In Touch
November 2007
4.2 Consultation and Community Development and Scrutiny
Task Requirements Checklist Evidence needed Lead responsibility Date expected What we will do Action carried out Date achieved
4.2.1 Consult with designated Evidence of meetings with Evidence of meetings with Diversity and 31 Mar 2008 Establish contacts in relevant community groups. Discuss Letters sent on 2 July
(linked with community, staff and appropriate groups; agenda appropriate groups; agenda Information Officer Ongoing meetings with them what we are doing and why. All responses have been minuted and December 2007
refs 5,10, stakeholder groups about items on information items on information documented.
17, 18,30 what kind of information will be collection collection Advert placed in September edition of September 2007
of service collected and the reasons for MM for residents and on the intranet
plans) it for employees.
The Citizens Panel were contacted and
interested parties were met with or
spoken to.
4.2.2 Circulate monitoring reports Has a system been established Details of circulation list with Diversity and Ongoing, to tie in Ensure copies of the reports are sent to relevant groups Letter sent 2 July 2007 July 2007
to designated consultation that ensures receipt and review timetable for dissemination Information Officer with above Letter sent to Citizens Panel on 27 Sept 07
and scrutiny groups of monitoring reports by and Stakeholders on 4 Oct 07 Ongoing putting
designated consultation and Also put in local press in Oct 07 reports online
scrutiny groups? All monitoring reports are available online
Have consultation reports been and all interested people who respond
circulated? have been provided with a copy
4.2.3 Undertake a consultation Have meetings been held with Notes of meetings with Diversity and 31 Mar 2008 Ensure all relevant groups are met up with to discuss the reports Letter sent 2 July 2007 - December 2007
process that demonstrably designated groups and designated groups, detailing Information Officer that they have been sent. awaiting response
engages designated consultation organisations? the list of attendees with LSP Manager Effectively minute these meetings Document all responses.
and scrutiny groups in review Has the process been extended Assessment report outlining the Then write a report detailing who the representatives are, Minute all meetings, then write report
process to cover consultation with extent to which the groups are how they represent their group, what their group is and how on it
service users belonging to those representative of service users; that is relevant to the consultation. Advert placed in September edition of September 2007
groups and organisations? their capacity to engage MM
Has the consultation process effectively in consultation and Letter sent to Citizens Panel on 27 Sept 07 Sept/Oct 2007
demonstrably engaged all how a scheme to build capacity and Stakeholders on 4 Oct 07
designated groups and will operate Also put in local press on 24 Oct 07
organisations? On Council website 19 Oct to 3 Nov 2007
Have the capacity and needs On intranet October to November 2007
of designated groups and
organisations to engage
effectively in consultation been
assessed?
4.2.4 Review by designated Has progress against targets Minutes of meeting to review Diversity and 31 Mar 2008 Ensure all relevant group representatives are invited Continue to keep records of contact December 2007
consultation and scrutiny been reviewed with all progress against targets with Information Officer to the meeting. Ensure results against targets are with local groups
groups of progress against designated groups and list of attendees discussed and meeting is correctly minuted. All people and groups who respond to any
targets organisations? of the adverts or letters have been contacted
Has composition/participation either by e-mail, letter, phone or in
of groups/representatives person to discuss their views. These have
been monitored? been recorded.
4.2.5 Feedback responses on Circulation list with circulation Diversity and To coincide with Ensure SMG and Cabinet have a report of the responses. As above Ongoing, with
(linked with monitoring reports to SMG, date(s), record of responses Information Officer the above date As well as all employees and partners. All the information is available online quarterly reports
refs 6, 11 Cabinet, employees and to and reports have gone to SMG and going online
of service Community Strategy partners Cabinet and copies have been sent to 11 Sept 2007,
plans) respondants and interested parties. 4 Dec 2007
4.2.6 Require contractors to supply Have contractors supplied Clause in standard contract Procurement Officer 31 Mar 2008 Discuss with Procurement Officer Monitoring forms are a part of the June 2007
(linked with monitoring reports on service monitoring data on service requiring monitoring data both successful teddering process. They are
ref 16 of delivery and take up delivery and take-up by for service delivery and not mandatory, but we receive a fair
service race, gender and disability employment number.
plans) status? List of contractors Employees are monitored at initial
List of contractors supplying application stage and at various points
monitoring reports throughout their employment.
Examples of monitoring reports
4.3 Service Delivery and Customer Care
Task Requirements Checklist Evidence needed Lead responsibility Date expected What we will do Action carried out Date achieved
4.3.1 All service areas are using Have all service areas got Documented details of each Diversity and 31 Mar 2008 Ensure service area monitoring is being effectively Equality monitoring targets carried out Ongoing
(links with information systems and information systems and service area level monitoring Information Officer carried out. All service plans have equality targets
ref 9 of effective and adequate equality equality monitoring procedures system - procedure, Monitor the results quarterly. If any issues arise, look in them that are monitored quarterly
service monitoring procedures in place? monitoring intervals, reporting, into establishing a new monitoring system. and reported against.
plans) Is service user monitoring data IT systems The monitoring is paper based and is
adequate for promoting equality part of the normal performance
to all? reporting structure
4.3.2 Procedures are applied across Contractors and partners advised Diversity and 31 Mar 2008 Ensure the monitoring processes are implemented into Established in procurement contracts August 2007
contracts and partnerships of requirement to comply with Information Officer the procurement process This is being implemented with partners
monitoring procedures Procuremt Officer Ensure partners and contractors undergo the same monitoring to form a part of the process
Monitoring reports from LSP Manager processes as SMDC
contractors on service delivery Partners are being consulted on their views on the form in
Monitoring reports from November/December 2007, before being adopted
partners
Verification details
4.3.3 Service delivery monitoring Monitoring report schedule Heads of Service Ongoing To be reported on quarterly Reported on quarterly First quarterly
reports are produced at produced for each service Biannual reporting Report to Cabinet on: 11 September 2007, report to Cabinet
specific and regular intervals area 4 December 2007 on 11 September
Receipt of monitoring reports 2007. Second on
at specified intervals noted 4 December 2007
4.3.4 Service delivery monitoring Have service delivery monitoring Diversity and Ongoing Quarterly reports discussed by steering group and Reports on the website from Cabinet on 11
reports are circulated to all reports been circulated to all Information Officer Biannual reporting passed to all relevant groups. September , 4 December 2007
designated consultation and designated consultation and Make the findings of the steering group available online. All groups and individuals who have shown December 2007
scrutiny groups scrutiny groups? interest have been sent a copy of the report
Have summaries of the results of report.
monitoring been published or Steering group minutes are available
made available to the public? on the Council website.
4.3.5 Report progress on Reporting schedule Diversity and Ongoing Report passed to SMG, Cabinet and then onto relevant Report to Cabinet on 11 September 2007, Report to Cabinet
implementation of service Service level reports available Information Officer Biannual reporting groups 4 December 2007 on 11 September
targets to SMG, Cabinet and 2007, 4
designated consultation groups December 2007
4.3.6 Use monitoring to assess Has monitoring information been Monitoring reports from service Heads of Service Ongoing Review quarterly Heads of Servie reports Report to Cabinet on 11 September 2007
achievements against targets used to assess the targets in areas including section detailing Diversity and Biannual reporting Assess the effectiveness of equality targets in service plans CESG carried out assessment on
set out in action plans and action plans? assessment of target Information Officer and discuss, based on the findings, changes to the targets relevance of target
feedback results into policy Has assessment based on achievement Document all changes and reasons Targets monitored on a quarterly December 2007
review, targeting and revised monitoring been fed back into Outcomes of monitoring reports basis and are changed as necessary,
action plans policy review process? used in service area business depending on results.
planning cycle Minutes of CESG where they were
Review by corporate equality discussed available.
steering group with Cabinet reports show changes as discussed
recommendations for service with Heads of Services.
areas Interested parties opinions considered
Documentation of service Highlight any changes made and why
area review
4.3.7 Establish inter service area Corporate equality steering Steering group 31 Mar 2008 Steering group carry out equality assessment on all service areas, CESG to carry out equality assessments August 2007
scrutiny process group schedule for inter service assessing performance against service plan targets and equality on performance and results of service
area equality assessment targets as drawn up by group areas against targets
Timetable for assessment Timetable set. CESG carried out equality
assessments on performance against
targets. Produce report.
4.4 Employment and Training
Task Requirements Checklist Evidence needed Lead responsibility Date expected What we will do Action carried out Date achieved
4.4.1 Use existing or adapted personnel Is the personnel information Report detailing HR monitoring HR advisors 31 Mar 2008 Update Application forms to collect monitoring data on New monitoring forms were agreed by 04 July 2007
(links with information systems to provide system set up/adapted for system sexual orientation and religion/belief SMG on 4 July.
refs 12, 21, equality data relating to human providing detailed reports Check against specific Continue production of HR Position Statement This will provide the Council with information
28, 31 of resource targets (recruitment, relating to equality targets, capabilities with respect to Capture monitiring information from recruitment, training, grievances, on all aspects of the equality strands
service promotion, training, grievances, recruitment, reasonable recruitment, reasonable disciplinaries, appraisal and exit interview processes at application, promotion, disciplinary,
plans) disciplinary action, appraisal, adjustments, training, adjustments, training, grievance and exit.
dismissal and other reason for development, retention and development, retention and
leaving, retention and equal progression and equal pay? progression and equal pay
pay)
Do you carry out an annual Details of IT hardware and HR advisors 31 Mar 2008 Ensure this information is provided in HR Position Statement Employee breakdown figures are reported Ongoing
equality analysis or review software against on a quarterly basis
of how many people you Annual HR review with
employ: in total? By grade and sections as appropriate The HR Position Statement is
salary? By hours of work? By produced annually and provides
marital status/family status? the Council with vital information on
Have capability procedures statistics etc
been reviewed to ensure
compliance with DDA, Our report formats have a section where
RRA, EA etc? all new policies/functions must state
the legal implications. This is backed up
with the use of Implications Templates and
Impact Needs Assessments.
4.4.2 Produce monitoring reports Monitoring reports Diversity and Ongoing Produce quarterly reports on data collected Reports went to Cabinet on 11 September Reports to
at regular and specified Schedule for circulation Information Officer Quarterly 2007, 4 December 2007 Cabinet on 11
intervals and circulate to Circulation lists reports The reports will then go to Cabinet on September 2007,
designated consultation and a quarterly basis 4 December 2007
scruting groups
4.4.3 Use equality data to monitor Is equality monitoring data being Grievance data from monitoring HR advisor 31 Mar 2008 As per 4.4.1 See 4.4.1 04 July 2007
(links with use of all personnel procedures used to assess use of all reports
ref 24 of personnel procedures? Corporate analysis of procedures
service Do you monitor all procedures Section in HR equality monitoring
plans) by race, gender, disability, age, reports analysing data by
sexual orientation, religion/ appropriate criteria and
belief? detailing any specific equality
issues
4.4.4 Use of equality data to monitor Is equality monitoring data Section in HR monitoring reports HR advisor 31 Mar 2008 As per 4.4.1 See 4.4.1 04 July 2007
(links with the number of employees being used to monitor the analysing characteristics of Ensure all areas are monitored as required
ref 25 of leaving employment and their number of employees employees leaving and why
service reasons for leaving? leaving employment and their Section analysing turnover of
plans) reasons for leaving? employees with details
Do you carry out equality indicating any specific equality
monitoring of "turnover" by issues
race, gender, disability, age, Include monitoring in
sexual orientation, religion/ exit interviews
belief and length of
service?
4.4.5 Continue to monitor the Ensure workforce is continually Section in human resource HR advisor 31 Mar 2008 Ensure there is a section in the HR Position Statement The HR Position Statement provides HR Position
workforce against the most compared against local area equality monitoring reports showing how the workforce truly reflects the local area - or gives all this information and is produced Statement
recent labour area figures figures so that it is comparing workforce explanations if it does not on an annual basis produced annually.
representative profile with local area profile Most recently on
31 July 2007.
4.4.6 Report progress on Are employment monitoring Reporting schedule HR advisor 31 Mar 2008 Provide an annual report on the actions held from the Equal The annual HR Position Statement went to 31 July 2007
employment and pay targets reports being produced at Circulation list Pay Review - namely to encourage women to progress up Cabinet on 31 July 2007 and is
to SMG, Cabinet and steering specified intervals and Examples of reports up the career ladder, and ensuring measures are put in available to all on the website.
group circulated to designated place to provide the necessary support/trainng
consultation and Equality targets are reported against 11 September
scrutiny groups? quarterly, with the first on 11 September 2007. 2007
Equal Pay Review report to JCC on 4 December
20 November 2007 2007
4.4.7 Report on implementation Mintes/report detailing action Diversity and 31 Mar 2008 Steering group to discuss findings of Equal Pay Review. Equal Pay review carried out and completed.
(links with of pay review recommendations on findings of pay review and Information Officer Discuss whether there's been any changes since the Review CESG agreed the findings and report sent
ref 13 of action taken was carried out. to JCC on 4 December 07
service
plan)
4.4.8 Meet the training needs of Do you monitor provision and Section in HR monitoring reports HR advisor 31 Mar 2008 Use the requirements highlighted in the Performance Appraisals We monitor the provision and take up of
(links with employees appropriately take-up of training courses detailing training take up and legislation updates to ensure all employees receive training courses by race, gender and
ref 26 of by race, gender, disability, HR resource assessment the necessary training to do their job disability. We have recently introduced
service sexual orientation, age and document monitoring of the 3 other criteria for job
plan) religion/belief? applications, exit interviews and promotions,
grievances and disciplinaries etc. Once
more data is gathered for the other 3,
we will be able to extend data to the
take up of training. We have already
begun this process.
Do you conduct a regular audit The training officer is building up a
of the existing qualifications list of existing qualifications for
and training needs of your employees that can be updated by using
employees? information provided in the Performance
Appraisals
