Equality, Diversity, Equity and Inclusion Policy

1. Policy statement

1.1  Brain Tumour Support (known as BTS in the remainder of this document) is committed to the treatment of everyone equally and without discrimination, assumption or prejudice. You, and any job applicants, will receive equal treatment on the grounds of race, ethnic origin, nationality, cultural background, colour, age, gender or gender reassignment, sexuality, partnership status, caring responsibilities, disability (physical or mental), HIV status, religion, faith, socio-economic factors, homelessness, refugee and asylum status. (Including all protected characteristics).

1.2 Discrimination affects all ‘protected characteristic’ groups and communities (Equality Act 2010). However, we will work to ensure that excluded people and groups who are not captured within the Equalities Act are also considered. Attention to equality issues throughout the organisation will be continuously reviewed and any action plans updated accordingly.

1.3  BTS will fulfil its statutory duties and comply with all legislation relating to equal opportunities. BTS will comply with the Single Equalities Act 2010, with codes of practice and codes of guidance on equality issued by the UK Government and other relevant agencies such as the Equality and Human Rights Commission

1.4  The principles of non-discrimination and equality of opportunity also apply to how staff and volunteers treat visitors, clients, customers, suppliers and former staff members.

1.5  All staff and volunteers have a duty to act in accordance with this policy and treat colleagues with dignity and respect at all times, and not discriminate against or harass other members of staff or volunteers regardless of their status. Your attention is drawn to our separate Anti-harassment and Bullying Policies. This policy does not form part of any employee’s contract of employment or any volunteer agreement and may be amended at any time. We may also vary elements, such as any time limits, as appropriate in any case.

1.6  By embedding the framework of the social model of disability into our principles, we aim to ensure we will act responsibly in identifying, removing and diminishing barriers to all aspects of our delivery and organisational culture.

We aim to be:

An organisation reflecting inclusion and diversity: Ensuring BTS implements actions that attract and meet expectations to increase employment of a diverse board, workforce and volunteers of its client group.

An organisation supporting disabled (mental and physical disability) people: To create opportunities to attract and retain disabled people to engage and participate in the sector. To ensure their voices, opinions and needs are heard and responded to.

A collaborative, connecting and partnership organisation: BTS will provide services that respect diversity, recognise and respond to different needs of enquirers without discrimination or prejudice; and endeavour to be equally accessible and relevant to different groups.

BTS recognises that in certain circumstances it cannot act alone and therefore it will be proactive in making new connections and relationships with other agencies in the health and social care, and the wider voluntary and community sectors. The aim will be to ensure that all people BTS seeks to support receive proper and appropriate access to relevant services for those impacted by a brain tumour.  It will work especially to connect with and represent under-represented communities.

A barrier-free organisation: An organisation which addresses any potential or existing barrier/s which prevent access or participation in terms of the physical environment, communication and attitudes.

2. Who is covered by this policy?

2.1  This policy applies to all trustees, employees, directors and other officers, workers and agency workers, volunteers, interns, and job applicants.

2.2  We also require in any contracts with self-employed consultants or contractors, that they comply with this policy. We will ensure they have access to a copy.

2.3  All individuals covered in sections 2.1 and 2.2 are referred to as ‘staff’ in this policy.

3.  Who is responsible for this policy?

3.1 While we ask all managers to take responsibility for making sure this policy is complied with, its successful operation also depends on you. Please take the time to read and understand it, and to go back to your manager with any questions you may have. References to directors in this policy mean the most senior people within our organisation.

3.2  The Trustees have overall responsibility for the effective operation of this policy and for ensuring compliance with discrimination law.

3.3  All managers must set an appropriate standard of behaviour, lead by example and ensure that those they manage adhere to this policy; promoting our aims and objectives with regard to equality, diversity, equity and inclusion. Managers, staff and volunteers (including Trustees) will be given appropriate training on equality, diversity, equity and inclusion awareness, including recruitment and selection best practices, when necessary.

4.  Scope and purpose of the policy

4.1  This policy sets out our approach to equality, diversity and inclusion, and the avoidance of discrimination at work or when volunteering. It applies to all aspects of employment and volunteering, including job advertisements; recruitment and selection; training and development; opportunities for promotion; conditions of service; pay and benefits; conduct at work; disciplinary and grievance procedures; and termination of employment.

4.2  We will take appropriate steps to accommodate the requirements of different religions, cultures, and domestic responsibilities.

5.  Forms of discrimination

5.1  You must not unlawfully discriminate against or harass other people including current and former staff, volunteers, job applicants, clients, customers, suppliers, and visitors. This applies in the workplace, outside the workplace (when dealing with customers, suppliers or other work-related contacts or when wearing a work uniform), and on work-related trips or events, including social events.

5.2  The following forms of discrimination are prohibited under this policy and are unlawful.

5.2.1.1 Direct discrimination: this means treating someone less favourably because of one or more of the protected characteristics set out in section 1.2. For example, rejecting a job applicant because of their religious views, or making an offensive comment about a colleague because they are transgender.

5.2.1.2 Indirect discrimination: this means a provision, criterion or practice that applies to everyone but adversely affects people with a protected characteristic more than others, and is not justified. For example, a requirement to work full-time puts women at a particular disadvantage because they generally have greater childcare commitments than men. Such a requirement would be discriminatory unless it can be objectively justified.

5.2.1.3 Harassment: this includes sexual harassment and other unwanted conduct related to a protected characteristic, which has the purpose or effect of violating someone’s dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment for them. Harassment is dealt with further in our Anti-harassment and Bullying Policy.

5.2.1.4 Victimisation: this means retaliation against someone who has complained or has supported someone else’s complaint about discrimination or harassment.

5.2.1.5 Disability discrimination: this can include direct and indirect discrimination, and means any unjustified less favourable treatment because of the effects of a disability, and failure to make reasonable adjustments to alleviate disadvantages caused by a disability.

6. Recruitment and selection

6.1  We aim to ensure that no job applicant or potential volunteer suffers discrimination because of any protected characteristic. Our recruitment, promotion and other selection exercises, such as redundancy selection, will be conducted based on merit, and against objective criteria that avoid discrimination. Procedures are reviewed regularly to ensure that individuals are treated based on their relevant merits and abilities. Job selection criteria are regularly reviewed to ensure that they are relevant to the job and are not disproportionate. Shortlisting of applicants will be done by more than one person, wherever possible.

6.2  Job or volunteering advertisements will avoid stereotyping or using wording that may discourage groups with a particular protected characteristic from applying. Where possible, they will include an appropriate short policy statement on equality, diversity and inclusion, and a copy of this policy can be sent on request to those who enquire about vacancies.

6.3  We take steps to ensure that our job and volunteering vacancies are advertised to a diverse section of the labour market, where it is necessary to recruit externally. Where appropriate, we may approve the use of lawful exemptions to recruit someone with a particular protected characteristic – for example, where the job can only be done by a woman. The advertisement should specify the exemption that applies.

6.4  Job or volunteering applicants will not be asked about health or disability before a job offer is made. There are limited exceptions, for example:

6.4.1.1 Questions necessary to establish if an applicant can perform an intrinsic part of the job or volunteering role (subject to any reasonable adjustments).

6.4.1.2 Questions to establish if an applicant is fit to attend an assessment or any reasonable adjustments that may be needed at the interview or assessment.

6.4.1.3 Questions necessary to establish if an applicant can perform an intrinsic part of the job or volunteering role (subject to any reasonable adjustments).

6.4.1.4 Questions to establish if an applicant is fit to attend an assessment or any reasonable adjustments that may be needed at the interview or assessment.

6.4.1.5 Positive action to recruit disabled persons.

6.4.1.6 Equality, Diversity, Equity and Inclusion Monitoring (which will not form part of the selection or decision-making process).

6.5 Where necessary, job or volunteering offers may be made conditional on a satisfactory medical check.

6.6  Job or volunteering applicants will not be asked about past or current pregnancy or future intentions related to pregnancy. Applicants will not be asked about matters concerning age, race, religion or belief, sexual orientation, or gender reassignment.

6.7  We are required by law to ensure that all employees and volunteers are entitled to work in the UK. Assumptions about immigration status will not be made based on appearance or apparent nationality. All prospective employees, regardless of nationality, must be able to produce the required documentation before employment starts, to satisfy current immigration legislation.

7.  Equality, Diversity, Equity and Inclusion monitoring

7.1  To ensure that this policy is operating effectively, and to identify groups that may be underrepresented or disadvantaged in our organisation and clients, we may monitor several characteristics of our workforce, job applicants, volunteers and clients as part of the recruitment procedure and our commitments set out in this policy. The characteristics monitored may include:

7.1.1.1  Ethnic group

7.1.1.2  Gender

7.1.1.3  Disability (mental or physical) or health condition

7.1.1.4  Sexual orientation

7.1.1.5  Religion and Belief

7.1.1.6  Age

7.1.1.7  Marital or civil partnership status

7.1.1.8  Working pattern preferences, such as part-time or flexible working

7.1.1.9  Caring responsibilities

7.2  Provision of this information is voluntary, and it will not adversely affect an individual’s chances of recruitment or any other decision related to their employment or volunteering activity.

7.3  Where requested, this information will be removed from applications before shortlisting, and kept in an anonymised format, solely for the purposes stated in this policy. Analysing this data helps us take appropriate steps to avoid discrimination and improve equality and diversity.

8.  Staff training and promotion and conditions of service

8.1  Staff training needs will be identified through regular staff appraisals. All staff will be given appropriate access to training to enable them to progress within the organisation, and all promotion decisions will be made based on merit.

8.2  Our conditions of employment, benefits and facilities are reviewed regularly to ensure that they are available to all staff who should have access to them and that there are no unlawful obstacles to accessing them.

9.  Termination of employment

9.1  We will ensure that redundancy criteria and procedures are fair and objective and are not directly or indirectly discriminatory.

9.2  We will also ensure that disciplinary procedures and penalties are applied without discrimination, whether they result in disciplinary warnings, dismissal or other disciplinary action.

10.  Disabilities and health conditions

10.1  If you have a disability (mental or physical) or other health condition, we encourage you to tell us about your condition so that we can support you as appropriate.

10.2  If you experience difficulties at work because of your disability or a health condition, you may wish to contact your manager to discuss any reasonable adjustments that would help overcome or minimise the difficulty. Your manager may wish to consult with you and your medical adviser(s) about possible adjustments. We will consider the matter carefully and try to accommodate your needs, within reason. If we consider a particular adjustment would not be reasonable, we will explain our reasons and try to find an alternative solution, where possible.

10.3  We will monitor the physical features of our premises to consider whether they might place anyone with a disability or other health condition at a substantial disadvantage. Where necessary and reasonable, we will take steps to improve access.

11.  Part-time and fixed-term work

11.1  Part-time employees or workers and fixed-term employees will be treated the same as those who are full-time or permanent. Their terms and conditions will be no less favourable (on a proportionate basis, where appropriate) unless different treatment is justified.

12.  Breaches of this policy

12.1  If you believe that you may have been discriminated against, you are encouraged to raise the matter through our Grievance Procedure. If you believe that you may have been subject to harassment you are encouraged to raise the matter through our Anti-harassment and Bullying Policy. If you are uncertain which applies or need advice on how to proceed, you should speak to your manager or the volunteer coordinator.

12.2  Allegations regarding potential breaches of this policy will be treated in confidence and investigated, as appropriate and in accordance with the relevant procedure. You will not be victimised or treated less favourably for complaining about discrimination. However, making a false allegation deliberately and in bad faith may be treated as misconduct and dealt with under our Disciplinary Procedure.

12.3  We take a strict approach to breaches of this policy, which will be dealt with in accordance with our Disciplinary Procedure. Serious cases of deliberate discrimination may amount to gross misconduct resulting in dismissal.

13.  Monitoring and review of the policy

13.1  We will continue to review the effectiveness of this policy to ensure it is achieving its stated objectives.

14.  Definitions and terms explained

• Equality Act (2010): Legally protects people from discrimination in the workplace and wider society, setting out ways in which it is unlawful to treat someone. 
• Equality: Ensuring that every individual has equal opportunities, and is protected from being discriminated against. 
• Diversity: The existence of variations of different characteristics in a group of people, and recognising, respecting and valuing differences in people. 
• Inclusion: Equal access and opportunities to all people irrespective of their differences or needs, whilst creating an environment where an individual or group feels welcome, respected and valued. 
• Equity: Ensuring that practices and programmes are impartial, fair and provide equal possible outcomes for every individual, whilst also striving to identify and eliminate barriers that prevent full participation of groups. 
• Protected characteristics: Nine characteristics protected by the law, where evidence shows that there is still significant discrimination in employment, provision of goods and services, and access to services such as education and healthcare. Characteristics are: age; disability both physical and mental; gender reassignment; marriage and civil partnership; pregnancy and maternity; race including colour, nationality, ethnic origin or national origin; religion or belief; sex; and sexual orientation. 
• Other discriminated groups: Other groups not included in the protected characteristics may include partnership status; caring responsibilities; socio-economic factors; homelessness; and refugee and asylum status. 
• Direct discrimination: When a person is treated less favourably because they possess a protected characteristic, are associated with someone with a protected characteristic, or are thought to possess a protected characteristic. Although this is usually a deliberate act of exclusion, direct discrimination does not have to be intentional. 
• Indirect discrimination: Occurs when a rule or plan is put into place, which applies to everyone, but could put those with a certain protected characteristic at a disadvantage.
• Harassment: Unwanted conduct related to a protected characteristic, which has the purpose or effect of violating a person’s dignity, or creating a hostile, degrading, humiliating or offensive environment for them.
• Victimisation: When someone suffers a detriment because they have done, or it is suspected that they have done one of the following: made an allegation of discrimination, supported a complaint of discrimination, gave evidence relating to a complaint about discrimination, raised a grievance concerning equality and discrimination.
• Microaggression: Commonplace daily verbal, behavioural or environmental slights, whether intentional or unintentional, that communicate hostile, derogatory or negative attitudes towards those with protected characteristics, or marginalised groups.
• Microaffirmation: A small gesture of inclusion, caring or kindness, including listening, supporting, and explicitly valuing contributions.
• Unconscious bias: Judgements or decisions based on our prior experience, our own personal deep­ seated thought patterns, assumptions or interpretations that we are not aware of doing. For example, ageism and gender bias.
• Oppression: The systematic and pervasive nature of social inequality woven throughout social institutions and embedded in individual consciousness, where groups are subjected to unjust treatment over a period of time.
• Privilege: An unearned, sustained advantage that comes from race, gender, sexuality, ability, socioeconomic status, age or other differences.
• Social model of disability: A model, developed by disabled people, describing people as being disabled by barriers in society, rather than by their impairments or differences – enabling others to recognise the barriers that make life more difficult for disabled people. www.inclusionlondon.org.uk/about-us/disability-in-london/social-model/the-social­ model-of-disability-and-the-cultural-model-of-deafness/
• Reasonable adjustments: Changes that organisations and people can make to remove or reduce disadvantages related to someone’s disability. For example: making changes to the workplace, changing someone’s working arrangements, finding a different way to do something, or providing equipment and services.
• Positive action: Taking specific steps to improve equality in the workplace. It can be used to meet a person or group’s particular needs, lessen a disadvantage they might experience or increase their participation in a particular activity.  www.gov.uk/government/publications/positive-action-in-the-workplace-guidance-for-­employers
• Organisational culture: The practices and behaviours that exemplify the underlying beliefs, values and assumptions held by members of an organisation. This includes the culture of recruiting, hiring and retaining employees and volunteers who are from different backgrounds, have different skills, and whether they are treated as equally vital parts of the greater organisation.
• Diversity competency: knowledge, skills and abilities to value unique individuals and group characteristics; being able to appreciate the uniqueness of each individual or group; recognising and embracing such characteristics as sources of organisational strength.
• Inclusion competency: Promoting a sense of belonging in an organisation across all marginalised groups.
• Personal and group responsibility: Ensuring that every member of a workplace is taking a role in building an inclusive culture, and promoting a diverse and inclusive workplace.

• Date of approval: October 2023
• Date for review: October 2024