NHSScotland facilities arrangements for Trade Unions and professional organisations policy: equality impact assessment results

4. Key Findings

The EQIA has highlighted areas with potential impacts on different groups and opportunities for promoting equality.

NHSScotland Facilities Arrangements for Trade Unions and Professional Organisations Policy has a positive impact in eliminating unlawful discrimination, harassment and victimisation across all protected characteristics. This may be particularly evident in respect of age and disability. The Facilities Arrangements for Trade Unions and Professional Organisations Policy:

• applies to all accredited representatives of recognised Trade Union and Professional Organisations
• the policy is clear that decisions for granting facility time should be made in consideration of service requirements rather than personal or protected characteristics.
• reinforces compliance with the Equality Act (2010) and the Principles and Values | NHS Scotland.
• is written to fulfil legislative requirements and comply with statutory responsibilities.
• adopts non-gendered terminology with role specific terms such as manager, employee, staff used. Pronouns they, their, them have been used throughout.

NHSScotland Facilities Arrangements for Trade Unions and Professional Organisations Policy has a positive impact in advancing equality of opportunity across all protected characteristics. The Facilities Arrangements for Trade Unions and Professional Organisations Policy:

• supports the ethos that that the release of time for duties and activities should be considered and granted in a fair and consistent manner.
• is accessible through a purpose built NHSScotland Workforce Policies website. The website scores high on the System Usability Scale (universal usability scoring system). This may particularly support older staff or staff with certain disabilities, advancing equality of opportunity through accessibility.
• multiple usability studies were carried out. Insights from user testing have been used to improve the experience for all staff. The following may particularly support older staff or staff with certain disabilities, advancing equality of opportunity through accessibility:
  • screen can be zoomed beyond 300%
  • used an 18px font size as standard, making the starting size for fonts more readable.
  • alternative formats page where users can request content in a format that suits their needs.
  • a site map, that can help some people find content more easily.
  • supporting documents have an HTML version that makes the content more accessible than they would be in PDF or other file formats.
  • links all use meaningful text which can be read and understood out of context by screen reader users.
  • headings follow a sematic structure allowing screen reader users to easily scan and understand the content structure.
  • colour contrast of all text is compliant to WCAG 2.1 Level AA standards.
  • meaningful text alternative created for the visual flowcharts. This is linked to before the visual flowcharts to support screen reader users.
  • development of a style guide for policy writing which focuses on improving readability for a range of users. For example, by reducing sentence length, best use of grammar and providing meaningful website links to advance equality of opportunity through accessibility.
• a person-centred approach is promoted in the application of all NHSScotland Workforce policies. This is demonstrated across the policy and supporting documents.

The NHSScotland Facilities Arrangements for Trade Unions and Professional Organisations Policy has a positive impact in promoting good relations between people who share a protected characteristic and those who do not. The policy applies to all employees and workers. Managers are encouraged to take a person-centred approach.

In addition, the policy highlights that Partnership Working is the approach to employee relations within NHSScotland as outlined in the Staff Governance Standard. It explains that the Staff Governance Standard is a system of corporate accountability for the fair and effective management of all employees. This advocates the active participation of staff directly or via their trade union or professional organisation in issues that affect them.

The website was developed through extensive user testing and is compliant to Web Content Accessibility Guidelines (WCAG) 2.1 Level AA standard. However, in terms of access to the policy, it was identified that some staff may struggle with technology or do not have access or experience of using IT equipment and could be disadvantaged. This may be more likely in older age groups.

The following actions have been taken to minimise any negative impact:

• policies and supporting documents have been created as downloadable documents which can be printed and shared in hard copy.
• upon initiating a workforce policy, managers are required to formally write to the employee informing them of this. Within this, managers are asked to include a hard copy of the policy, flowchart and any other relevant supporting documents.
• downloadable copies of the policy and supporting documents include a references section. This details in full any hyperlinks contained within the document to support those accessing hard copies and provide signposting.

Scottish Government will continue to monitor and review this EQIA to ensure ongoing assessment of potential impacts on people with protected characteristics.