EQUAL OPPORTUNITIES POLICY
CODE OF PRACTICE FOR MEMBERS AND STAFF

This section comprises the detailed implementation of the Equal Opportunities policy. It shall be regularly reviewed by the Equal Opportunities Committee and any changes shall be recommended for implementation to the Executive committee.

1.0 SUPPORT SERVICES
The Union's support services exist for the benefit of all its members and their provision should not be altered by any factor that contravenes the Equal Opportunities Policy.

1. Staff working for the Union Advice Centre or providing other support services should treat all service users with respect and deal with all queries in a non-judgmental and confidential manner.
2. Support Service users should, where appropriate, be provided with a range of options to deal with their queries.
3. Support Service staff should respect an individual's choice of action regardless of their own personal beliefs.
4. Support Service staff should ensure that those members who may have difficulty accessing the support information provided by the Advice Centre and on the Union website are able to do so.

2.0 REPRESENTATION
It is an essential part of the Union's democratic structure that the needs of all members are represented within its decision making bodies. No decision taken by any Union body should contravene the Equal Opportunities Policy.

1. All elected representatives must ensure that they are accessible to their constituents and that they take into account the diverse nature of the Union's membership when making decisions.
2. All Union meetings should be conducted in a non-discriminatory and respectful manner.
3. Provision should be made to ensure that all members are able to access Union election ballots and meetings.
4. Union Officers should ensure those members who may have difficulty accessing the minutes and agenda of Union meetings are able to do so.

3.0 UNION COMMUNICATIONS Leaflets, posters and published documents (both electronic and in paper form) all play an important part in publicly reinforcing the Union's commitment to equal opportunities. It is essential that all Union communications abide by the Equal Opportunities Policy and are proactive in promoting equality of opportunity.

1. Union communications should aim to reflect the diversity of the Union's membership and should ensure that they promote a welcoming and inclusive Union environment.
2. All communications - particularly promotional material - should avoid discriminatory stereotyping on any grounds that might contravene the Equal Opportunities Policy.
3. The Union's website should aim to match or exceed internationally recognised standards designed to help people with disabilities access information online.
4. It is the responsibility of the editor or publicist of any Union communication to ensure that it abides by the Equal Opportunities Policy.

4.0 CLUBS. SOCIETIES AND PEER SUPPORT GROUPS
The Union requires that all members of the Union are able to join any of the Union funded Clubs and Societies. Clubs and Societies must abide by the Equal Opportunities Policy and should work to promote an inclusive and welcoming atmosphere to current and prospective members.

1. The constitutions of all Clubs and Societies must reflect a commitment to equal opportunities.
2. The President of each Club and Society is responsible for ensuring compliance with the Equal Opportunities Policy and should attend training which emphasis the Union's commitment to the policy.
3. All Club and Society membership cards should include the wording "The Union of UEA Students is committed to equality of opportunity for all".
4. Publications (newsletters, website, posters etc) produced by Union Clubs and Societies should reflect the interests of the membership of the particular Club or Society and must be non-discriminatory.

5.0 COMMERCIAL SERVICES
The Union aims to ensure that its commercial services – shops, bars and entertainment – reflect the diversity of it membership. Staff working in these areas should abide by the Equal Opportunities Policy and work to provide a welcoming and inclusive atmosphere.

1. Staff working in the Union's shops, venues and bars should provide an equal quality of service to all customers, whilst also recognising that some customers will require additional attention to ensure they can participate to an equal extent.
2. The Union will endeavour, where commercially practicable, to provide a wide range of products in its shops that reflect the diversity of the membership.
3. The Union, where commercially practicable, will seek to promote a wide range of entertainment events that reflect and appeal to the diversity of its membership.
4. Members of the Union should not be excluded from union events on the basis of any reason that contravenes the Equal Opportunities Policy.
5. Members of the Union shall not be denied the opportunity to book space within the Union on the basis of anything that might contravene the Equal Opportunities Policy.
6. All artists and bands appearing at Union events must be non-discriminatory. Acts that are deemed likely to contravene the Equal Opportunities Policy must not be engaged.

6.0 UNION EMPLOYMENT
The Union strives to be an Equal Opportunities employer and is committed to the development of its staff. The aim of this policy is to ensure that no job applicant or employee receives less favourable treatment on the basis of anything that contravenes this policy.

Selection criteria and procedures will be frequently reviewed to ensure that individuals are selected and promoted on the basis of merit and ability.

The Union of UEA Students aims to:

1. Ensure that it has access to the widest labour markets and secures the best employees for its needs.
2. Ensure that all employees receive equal treatment, and that, wherever possible, they are given the help needed to attain their full potential to the benefit of the individual and this Union.
3. Achieve an ability-based student workforce that is in line with the student population of UEA and an ability-based permanent staff workforce that is in line with the working population demographic of Norfolk.

6.1 IMPLEMENTATION

1. Managers have a particular responsibility for ensuring that no form of discrimination based on anything that contravenes this policy occurs in the recruitment, selection, promotion, training or disciplining of staff for whom they are responsible.
2. To ensure that this policy is operating effectively the Union shall maintain a confidential record of employees' and applicants' ethnic origin, disability (as defined by disability law) and gender status.

1. All vacancies will be advertised simultaneously internally and externally except where the Management committee has agreed a staff restructure.
2. All vacancies for short-term and 'casual' work that are normally filled by UEA students will be advertised through the Union's job shop, EmployAbility.
3. All external posts as a minimum will be advertised in the Evening News and/or the Eastern Daily Press as well as the Job Centre.
4. Job advertisements will not be worded in such a way that directly or indirectly discriminates against any group.
5. All vacancy advertisements will include the wording 'The Union of UEA STUDENTS is committed to the equality of opportunity for all".
6. Applications will only be accepted if they are received on the Union's standard job application form.

1. The selection of all staff with contracts for three months or more will be based on a job description and person specification. The job description and person specification will be drawn up in advance of advertising the post, using clear and justifiable job criteria.
2. Selection criteria i.e. job description, personal specification, work duties, shall be reviewed when ever a vacancy occurs to ensure compliance with the Equal Opportunities Policy.
3. There will be no preferential treatment for internal candidates for a vacant post except when there is a staff restructure.
4. Wherever possible recruitment panels should consist of men and women. As a minimum, the chair of the panel should receive training on Equal Opportunities.
5. All information given in reference to Equal Opportunities shall be kept confidential.
6. Reasons for selection and rejection of applicants for vacancies must be recorded by the chair of the panel or interviewer(s).

6.4 TRAINING AND CONDITIONS OF SERVICE
All permanent employees and student employees on a three-month or more contracts shall receive training on equal opportunities as part of the induction process.

6.5 PERSONAL RECORDS
To ensure the effective operation of the Equal Opportunities policy, evaluation of personal data will be used to promote equality of opportunity and improve non-discriminatory practice. The following actions will be taken:

1. Monitoring records of applicants and appointments of staff will be maintained.
2. All monitoring of data shall be kept separate from any recruitment process.

7.0 REGISTERING COMPLAINTS: WHAT MEMBERS SHOULD DO IN THE CASE OF DISCRIMINATION.

Any member who suffers from unfair discrimination whether from other members, Union or University staff, or the public, will have the support of the Union in making a complaint. An individual can deal with discrimination by taking it up with the person concerned or by making a format complaint. The decision to take further action will be that of the complainant.

7.1 TAKING INFORMAL ADVICE

1. The complainant can take advice from the following sources: • The Union's Welfare Officer or other elected officer
   • The Union Advice Workers
2. Discussions will be private and confidential; complainants may be accompanied by someone of their choice.
3. With the complainant's permission, the adviser can make informal approaches to the alleged perpetrator, to ensure the issue is resolved.
4. The complainant should always keep detailed notes of any incidents causing distress, including information of the ways in which the incidents caused a change in the pattern of work or social life and witnesses of the incident.

7.2 FORMAL PROCESS
It is advisable to take the informal route first, with the support from those suggested above. This may help the complainant to decide whether to make a formal complaint.

1. A member or group of members who are dissatisfied in their dealings with the Union and wish to make a complaint about any issue other than about a member of Union staff, may do so by submitting their complaint in writing to the Communications Officer.
2. Any individual member of the Union having cause for comment on a matter relating to any individual member or group of staff should raise the matter in confidence with the Finance Officer. The Finance Officer shall refer it to the Union's General Manager for investigation and appropriate action under the staff disciplinary process.
3. If after the complaint has been determined, further discrimination is alleged, then an additional complaint should be made.
4. Allegations of criminal conduct should be reported to the police.

8.0 REGISTERING COMPLAINTS: WHAT STAFF SHOULD DO IN THE EVENT OF DISCRIMINATION.

Any member of staff, who suffers from unfair discrimination whether by individual students, Union or University staff or public, will be assisted by the Union in making the complaint. An individual can deal with discrimination in various ways; this ranges from taking the complaint up with the person concerned to making a formal complaint. People are also available to provide advice, although the decision must be left to the individual(s) concerned.

8.1 TAKING INFORMAL ADVICE

1. Aside from external agencies, the complainant can take advice from the following sources:
   • Line managers
   • The Union's General Manager
   • The Union's Personnel Administrator
   • Student Union Advice Workers
2. Discussions will be private and confidential; complainants may be accompanied by someone of their choice.
3. With the complainant's permission, the adviser can make informal approaches to the alleged perpetrator, to ensure the issue is resolved.
4. The complainant should always keep detailed notes of any incidents causing distress, including information of the ways in which the incidents caused a change in the pattern of work or social life and witnesses of the incident.
5. Unfair discrimination by a member of staff will be matter for discipline under the disciplinary procedures.

8.2 FORMAL PROCESS
It is advisable to take the informal route first, with the support from those suggested above. This may make the complainant decide whether to make a formal complaint. Where a complaint is of a more serious nature, an individual may decide to make a formal complaint without taking the informal route first.

1. Any member of staff having cause for comment on a matter relating to a member or group of members behaviour should raise the matter with the Union's General Manager.
2. Any individual member of staff having cause for comment on a matter relating to them as an individual member of staff or to another member of staff shall raise the matter through the management structure in confidence, and whenever appropriate in confidence with the Union 's General Manager or Deputy General Manager.
3. Members of staff who wish to register a formal complaint may do so under the staff’s disciplinary procedure as outlined in the staff handbook.
4. If after the complaint has been determined, further discrimination is alleged, then an additional complaint should be made.
5. Allegations of criminal conduct should be reported to the police.