Equality Scheme

EQUALITY SCHEME

Section 75 and Schedule 9

of the

Northern Ireland Act 1998

Date: March 2002

ContentsPages

Background to the Scheme3 - 5

The University’s commitment to the Scheme6 - 8

Introduction to the University9 - 11

Statutory duty13 - 15

Arrangements for assessing compliance with Section 75 duties 16 - 19

Arrangements for screening and prioritising 20 - 21

Equality Impact Assessments22

Timetabling 23

Consultation24 - 26

Monitoring 27 - 28

Publication of assessments and monitoring 29 - 30

Training 31 - 33

Public access to information and services 34 - 35

Publication of the Scheme 36

Complaints 37

Summary timetable and action plan38 - 39

Appendices 1 – 8

1.Background to the Scheme, its Scope and Purpose

This Equality Scheme explains why equal opportunities are important, and how we can fulfil the objectives of our Charter in a way that will promote equal opportunities and good relations.

1.1The Need for an Equality Scheme

The Northern Ireland Act 1998 (hereafter, "the Act") requires public bodies to conduct their business in a way which promotes equal opportunities and good relations. Though the University is not a public body, it has been designated as such, for the purposes of the Act, by the Minister for Higher and Further Education and Training. The date of this designation was 13 April 2001.

Section 75 of the Northern Ireland Act 1998 ("the Act") requires the University, in carrying out all its functions, powers and duties relating to Northern Ireland, to have:

Due regard to the need to promote equality of opportunity:

between persons of different religious belief, political opinion, racial group, age, marital status or sexual orientation;

between men and women generally;

between persons with a disability and persons without; and

between persons with dependants and persons without.

In addition, without prejudice to its obligation above, the University shall, in carrying out all its functions, powers and duties relating to Northern Ireland, have:

Regard to the desirability of promoting good relations between persons of different religious belief, political opinion or racial group.

1.2The Act identifies the following nine groups of people between which Equality of Opportunity is to be provided –

people of different religious beliefs,

people of different political opinion

people of different racial groups

people of different ages

people with different marital status

people with different sexuality

men and women generally

people with and without a disability

people with and without dependants

It also identifies the following three groups of people for public bodies to consider, in relation to promoting good relations.

People of different religious beliefs, political opinion or racial groups

1.3The Equality Commission

The Equality Commission is a new organisation which replaces the Equal Opportunities Commission, Fair Employment Commission, Commission for Racial Equality of Northern Ireland and the Northern Ireland Disability Council. The Equality Commission is responsible for ensuring thatorganisations fulfil their legal duties relating to equality and promoting good relations.

1.4Producing the University Scheme

The scheme was prepared under the direction of Professor Malcolm Andrew, Pro-Vice-Chancellor for Academic Planning and Resources. Responsibility for the implementation of the scheme will be that of Professor Gerry McCormac, Pro-Vice-Chancellor for Community and Communications. Its preparation involved the active co-operation of numerous members of staff from every part of the University. The Scheme meets the guidance laid down by the Equality Commission and has been prepared with the support and approval of the appropriate authorities and decision-making bodies within the University.

2.The University’s Commitment to the Scheme

Foreword by the Vice-Chancellor and Senior Pro-Chancellor

This document comprises the University’s initial draft Equality Scheme, in keeping with the requirements of Section 75 and Schedule 9 of the Northern Ireland Act 1998. The University recognises its statutory obligations under this legislation, and is fully committed to the fulfilment of these obligations, specifically in relation to:

the promotion of equality of opportunity between persons of different religious belief, political opinion, racial group, age, marital status or sexual orientation; between men and women generally; between persons with a disability and persons without; and between persons with dependants and persons without, and;
good relations between persons of different religious belief, political opinion or racial group.

As Vice-Chancellor of the University and Chair of Senate, we are pleased to present the Queen’s University Belfast draft Equality Scheme, which sets out how the University proposes to meet its statutory obligations over the coming years. The Scheme deals with the discharge of University powers, functions and duties relating to Northern Ireland.

The proposals contained in this scheme are important, not only as a tangible demonstration of the University’s commitment to its obligations under the Act, but also as an effective plan for mainstreaming equality issues within processes and procedures, through which policies are developed and implemented. Together with the senior officers of the University, we welcome the fact that the principles of fairness, transparency and accountability have been made an integral part of the University's obligations under the Act.

Consultation with those in the community who are affected by our policies will be central to the successful operation of our Equality Scheme. The University welcomes the comments received from the general public, community groups, interest groups, students and their representatives, staff and their representatives, and representatives of people of different religious beliefs, political opinion, racial groups, age, gender, disability, marital status, sexual orientation, and those with and without dependants.

The Scheme is available on disc or in large print. It can be made available in braille, in minority languages (for those who are not fluent in English), or on an audiocassette, by contacting the University at the address above. The Scheme is also available on the University’s website at

Professor Sir George Bain Lady McLaughlin

President and Vice-ChancellorSenior Pro-Chancellor

Chair of Senate

Introduction by the designated Pro-Vice-Chancellor

It will be my responsibility to ensure that the formulation and implementation of the University's policies are in compliance with the Act. In order to achieve this goal, I shall ensure that all members of staff are made familiar with this Scheme and its implementation through a planned programme of communication and training.

New policies will be formulated and implemented in compliance with the provisions of the Scheme. I shall instigate a review of existing policies, to ensure compliance throughout the University's entire range of policies.

These processes and procedures will require the commitment of substantial resources, both human and financial. I shall ensure that appropriate resources and internal arrangements are put in place, so that the Equality Scheme can be implemented effectively and on time, and that progress can be monitored and reviewed in due course.

Professor Gerry McCormac

Pro-Vice-Chancellor for Community and Communications

3.Introduction to the University

3.1The Queen’s University Belfast is one of the oldest in the United Kingdom. Established in Belfast in 1845 as one of the three ‘Queen’s Colleges in Ireland’, it became a fully- fledged university in 1908, adopting its present name, The Queen’s University of Belfast. The University’s function and responsibilities are derived from the Charter published in 1908 and revised in 1982. The original Charter was ahead of its time in two respects: it made provision for a student on the governing body (the Senate); and made women eligible equally with men to hold any office or enjoy any advantages of the University.

The University is an autonomous body which has the status of a charitable institution. It receives much of its funding from the Department of Employment and Learning. The Department, which is advised by the Northern Ireland Higher Education Council, takes overall responsibility for policies relating to higher education in Northern Ireland.

The University has almost 22,000 full-time and part-time students, including many from overseas. It has over 1,300 academic and research staff, and a total staff of nearly 3,500. Its substantial estate, which includes more than 200 buildings, is mainly concentrated within a mile of the main Lanyon Building, and at the main teaching hospitals. The University also has a marine laboratory at Portaferry and outreach campuses in Armagh and Altnagelvin.

3.2The University’s Charter

The two primary functions of the University, teaching and research, underpin all its core activities and are enshrined in Article 5 of the Charter (see Appendix 1). The Charter also addresses equality issues, stating in Article 20:

Persons shall not be excluded unlawfully by reason of religious belief, political opinion, racial group, age, marital status, disability, sexual orientation or gender or whether or not they have dependants, from admission as members of the University or from an advantage or privilege thereof; preference shall not be given to or advantage be withheld from any person on grounds of religious belief, political opinion, racial group, age, marital status, disability, sexual orientation or gender or whether or not they have dependants and the religious beliefs of the members of the University shall be treated with due respect.

3.3Governance and Management

The executive governing body of the University is the Senate, which comprises lay and academic persons, most of whom are non-executive. Senate, under its chairperson, the Senior Pro-Chancellor, meets at least four times a year and is responsible for the ongoing strategic direction of the University and for the presentation of audited financial statements for each financial year.

3.4The Academic Council, which has control of the internal academic affairs of the University, comprises senior academic officers, Heads of School and Directors of Institutes, and elected members of academic staff and students.

3.5The University’s academic management is organised into five Faculties: the Faculties of: Engineering; Humanities; Legal, Social and Educational Sciences; Medicine and Health Sciences; and Science and Agriculture. Each Faculty is headed by a Dean, and comprises a number of schools and institutes, headed respectively by Heads or Directors.

3.6The general administration of the University is the responsibility of a Registrar to whom a total of nine Directors report. Each Director in turn has a number of managers reporting to them as depicted in Appendix 3.

3.7The Senate and Academic Council have a number of committees which are formally constituted with terms of reference and lay representation where appropriate. The structure of committees is designed to facilitate and expedite the University’s business, and to ensure appropriate consultation and authorisation of decisions. It is shown diagrammatically in Appendix 2. The University’s management structure has been modified in response to changing needs and pressures. It is shown diagrammatically in Appendix 3, which also indicates lines of responsibility and relationships between named officers of the University.

3.8The Chancellor is formally the head and chief officer of the University, but has a mainly ceremonial role. There are two or three Pro-Chancellors, the senior of whom normally chairs the Senate.

3.9The Vice-Chancellor, as chief executive, has primary responsibility for ensuring that the University is managed effectively in accordance with its charter and statutes and government policy as formulated by the Northern Ireland Assembly and the Department for Employment and Learning. The Vice-Chancellor is also the University’s Accounting Officer, and in that capacity is responsible for the effective and efficient use of resources and the maintenance of appropriate standards of financial accountability. The Vice-Chancellor is assisted by the Pro-Vice-Chancellors, who are appointed by Senate from among the Professors of the University on the recommendation of the Vice-Chancellor.

The Vice-Chancellor is also assisted by the Registrar who is primarily responsible for the non-academic management of the University.

The Student President is elected annually by the student body. He/she may be re-elected.

3.10The Queen’s University not only complies with all mandatory requirements, but also strives to operate that guidance which represents best practice. The University has adopted the Guide for Members of Governing Bodies of Universities and Colleges in England, Wales and Northern Ireland, which sets out current best practice for the corporate governance of higher education institutions. It already satisfies all the key recommendations.

4.Statutory Duty

4.1Schedule 9 to the Act requires the University to set out how it proposes to fulfil the duties imposed by Section 75. This document is intended to fulfil that statutory requirement. In particular, the Act requires that the Scheme must include:

A general introductory statement specifying the purpose of the Scheme, and the public authority’s commitment to the statutory duty and a description of the internal arrangements for ensuring that the duty is effectively implemented.

The authority’s arrangements for assessing its compliance with the Section 75 duties and for consulting on matters to which a duty under that section is likely to be relevant.

The authority’s arrangements for assessing and consulting on the impact of policies adopted or proposed to be adopted on the promotion of equality of opportunity.

The authority’s arrangements for monitoring adverse impact of policies adopted by the authority on the promotion of equality of opportunity.

The authority’s arrangements for publishing the results of equality impact assessments and of monitoring of any adverse impact of policies adopted by the authority on the promotion of equality of opportunity. This must include a commitment to including in the published results of an equality impact assessment:

A statement of the aims of the policy to which the assessment relates;

Details of any consideration given by the authority to measures which might mitigate any adverse impact of that policy on the promotion of equality of opportunity;

Details of any consideration given by the authority to alternative policies which might better achieve the promotion of equality of opportunity.

Acommitment that in making any decision with respect to a policy adopted or proposed to be adopted by it, that the pubic authority shall take into account any equality impact assessment and consultation carried out in relation to the policy.

The authority’s arrangements for training staff on issues relevant to the duties.

The authority’s arrangements for ensuring, and assessing, public access to information and to services provided by the authority.

The authority’s timetable for measures proposed in the scheme.

Details of how the Scheme will be published.

The authority’s arrangements for dealing with complaints arising from a failure to comply with the Scheme.

A commitment to conducting a review of the Scheme within five years of its submission to the Equality Commission and to forwarding a report of this review to the Equality Commission.

For the purposes of this Scheme the term "policy" has been taken to signify the essential plans of action which inform the execution of the University’s duties and functions both statutory and non-statutory, written and unwritten, current and proposed. A list of existing policy areas is shown in Appendix 4.

4.2The University acknowledges that there may be difficulties in defining policies and in particular where policies cut across different functions or involve other public authorities. Where the University has lead responsibility for a policy which requires close co-operation with, or is managed by, other public authorities, it will ensure that there is active participation by all relevant authorities in any equality impact assessment. Where the University is required to implement a policy that has been formulated by another public authority, the implications of that policy on equality of opportunity and good relations will be addressed in partnership with the source organisation for that policy.

4.3Objectives and targets relating to the statutory obligations under the Act will be integrated into the University's strategic and operational plans. The officers of the University will include implementation of the statutory obligations in performance plans, both individual and collective, and processes which are currently used to implement and monitor existing objectives and targets will be employed in relation to the targets and objectives set in relation to the duties.

The University will ensure, that implementation of its obligations under the Act is supported with the appropriate resources, human and financial. These will include resources for communicating with staff and providing the necessary training to those responsible for policy review.

5.Arrangements for Assessing Compliance with Section 75 Duties

5.1The University is committed to the fulfilment of its Section 75 obligations in all parts of its organisation. To this end, internal arrangements have been put in place to ensure that this commitment will be effectively and demonstrably carried out, and that progress will continue to be monitored and reviewed.

The Vice-Chancellor will be accountable to the Senate for the development, delivery and review of the Scheme in accordance with legislation, good practice, and any guidance which may be issued by the Equality Commission. At each of its meetings, Senate will be kept informed by the Vice-Chancellor as to progress towards the implementation of the Equality Scheme. The Vice- Chancellor will also put in place such arrangements as are necessary to enable him to advise the Senate on a regular basis of progress in relation to the Scheme. In discharging these duties the Vice-Chancellor will delegate the following responsibilities.

5.2Statutory responsibility for the implementation of the Scheme will rest with Senate. A Central Equality Committee, chaired by a Pro-Vice-Chancellor, and comprising named officers and representatives from various sections of the University, including the student body will be established to oversee the day-to-day implementation of the Scheme.

A small working group will be established from within this Committee to co-ordinate and manage the implementation of the Scheme, thus ensuring that the necessary actions are progressed in accordance with the Scheme’s commitments and timetables. This group will comprise the Pro-Vice-Chancellor, the Equal Opportunities Manager, and the Director of Human Resources, along with other nominated and co-opted members as appropriate.