EPOL04 Pool Car Policy by Provide Community

Pool Car Policy

Version: V1

Ratified by: Finance & Investment Committee

Date ratified: 12/07/2023

Job Title of author:

Reviewed by Committee or Expert Group

Equality Impact Assessed by:

1. Introduction

This policy sets out a framework for the management and use of all company pool cars for the use of all employees for business use only, across the Provide Group

• Health and Safety at Work Act 1974 – ‘Employers have a legal duty to ensure health, safety and welfare of employees and any others who may be affected by their actions.’

• The Management of Health, Safety and Welfare at Work Regulations 1999 – ‘Require every employer to carry out an assessment of the risks to the health and safety of their employees or themselves, whilst they are at work and to others who may be affected by their activities.’

• The Provision and Use of Work Equipment Regulations 1998 – Applies to any motor vehicles not privately owned and places a duty on employees to maintain all equipment is an efficient state, good working order and repair and assess the risk from using the vehicle and provide appropriate information instruction training and supervision.

• Road Traffic Act 1991 – Employers must be aware of the rules and not cause or permit employees to break any road traffic laws.

2. Purpose

The aim of the policy is to provide a framework for the management of pool cars within Provide Group; to ensure they are fit for purpose and comply with statutory and nonstatutory recommended standards and are used to maximum potential for business purposes only. The policy supports the principles contained within the Driving at Work Policy and is intended to encourage innovation and new ways of working.

At all times, whilst driving, employees shall conduct themselves in accordance with the Organisation’s policy and shall use their own judgement to ensure they reduce the risks to themselves and to others to as low as reasonably practicable.

3. Definitions

Definition of Terms are as follows:

Exclusion of the Others

All pool cars have more than one driver and do not have a principal driver.

Merely Incidental

The private use of a pool car can only be “merely incidental” to its business use if the private use follows from the business use, i.e., for there to be private use, the car must be used on the same occasion for business use as well. Examples are taking the car home on the evening before a business trip (but see the “not normally kept overnight” rule below) and using the car to go to a nearby restaurant in an evening while away on business.

“Not Normally” Kept Overnight

A car that is “not normally kept overnight” at or near the homes of all employees who use it if this does not happen for more than 60% of the year, usually taken to be 219 days. This rule is for guidance only and has no statutory basis. On the other hand, if the car were kept overnight at the home of one employee for less than 60% of the year, that level of work to home journeys would fail to satisfy the “merely incidental” test.

Pool Car

A pool car is a vehicle that is made available to and used by more than one employee for business purposes only.

Pool Car Booking Information for all Staff (Appendix 1)

All car bookings, must be booked via ProvidemyBooking app

Driver Declaration Form (Appendix 2)

Submitted declaration to ensure eligibility to use a Provide owned pool car.

Vehicle Pre-Journey Checklist and Car Safety (Appendix 3)

General instructions for starting and driving the car(s) and car safety.

Electric Car Charger Instructions and Charging Locations (Appendix 4)

General instructions for using the electric car chargers and location of Provide car charging sites.

Pool Car Driver Journey Log (Appendix 5)

Records driver details, all journeys taken including each separate business journey and incidental journeys and mileage incurred.

Pool Car Weekly Safety Checklist (Appendix 6)

General checklist to ensure all vehicles are in good working order.

Driver Licence Checklist (Appendix 7)

General checklist to ensure all drivers’ licences are compliant.

4. Duties & Responsibilities

All provide staff are responsible for complying with the organisation’s Pool Car Policy and should be aware of the processes and levels of responsibility in place to ensure that all matters relating to the use of a pool car are dealt with effectively and responsibly. It is the responsibility of the Estates and Facilities nominated lead to ensure that any reported problems are addressed as soon as possible and that safety equipment within the cars is checked and maintained on a monthly basis.

In order to ensure that all pool cars are managed efficiently within Provide, the following organisational responsibilities have been allocated:

Group Chief Finance Officer (CFO)

The Group Chief Finance Officer is responsible to the Provide Board for the effective implementation of the Pool Car Policy. These duties are delegated to the Group Director of Estates and Facilities.

Director of Estates and Facilities

The Director of Estates and Facilities is responsible to the Group CFO for the overall co-ordination and implementation of this policy. The Director will ensure that financial resources are made available to support this policy based upon a risk assessment of priorities.

Estates and Facilities

Estates and Facilities will facilitate and co-ordinate all aspects of the management and use of pool cars for business use only.

Estates and Facilities Staff

Estates and Facilities staff responsibilities include:

• Offer support and advice on the processes involved in using a pool car

• Ensure all processes are adhered to

• Ensure all pool cars are fit for purpose, used efficiently and comply with statutory and non-statutory recommended standards

• Ensure all pool cars are serviced regularly

Driver

• Seatbelts must be installed and worn on all journeys

• Breaks must be taken on long journeys, every 2 hours.

• Travel time and working time must not exceed [4.5 hours]

• Smoking, vaping, drinking and eating are not allowed in the pool car

5. Consultation and Communication

The Estates & Facilities Department will maintain management/mileage records of all pool cars via an electronic system.

The Estates & Facilities Department will liaise with and offer support to all staff to facilitate the effective and efficient use of all pool cars.

The Estates & Facilities Department will appoint an Estates Team contact person for pool vehicles. This person will be responsible for arranging maintenance, servicing, valeting, garaging, key security and issue, record keeping and compliance of the vehicle’s use in line with the policy.

6. Monitoring & Review

Provide will monitor the operation of this Policy in order to:

• Measure its effectiveness

• Comply with Provide’s legal obligations

• Highlight practical issues and seek solutions

7. HM Revenue & Customs Statutory Conditions

A car that qualifies as a pool car may be used without an employee incurring an income tax charge or the employer becoming liable to Class 1A National Insurance Contributions. A car only qualifies as a pool car if all the following conditions are met:

The car is used by two or more employees for business use only

The car was not ordinarily used by one of those employees to the “exclusion of the others”

Any private use of the car made by each of the employees was “merely incidental” to each employee’s other use of the car in that year

The car was “not normally kept overnight” at or near any of the employees’ homes (other than at the employer’s premises)

8. Pool Car Guidelines

Pool cars are for use on official Provide business only. This includes visits to meetings, training conferences and seminars. The car is NOT to be used for personal reasons.

Pool cars MUST NOT under any circumstances be taken home prior to a journey unless the journey starts very early, and it is not practical to travel to a Provide site first to pick up the car unless express permission has been given by the Estates Team.

Pool cars MUST be returned to the original Provide site at the end of the journey and not taken home unless the journey ends very late and it is not practical to travel to a Provide site to return the car unless express permission has been given by the Estates Team.

Pool cars are for the use of business travel only. They are NOT to be used under any circumstances for the carriage of heavy equipment, tools, or rubbish.

Pool cars must only be driven by authorised drivers that have:

• Submitted a Licence Summary obtained via the DVLA website to provide.poolcars@nhs.net and received confirmation from the Estates team that their licence is valid and they are covered under the Provide fleet car insurance

• completed a Driver Declaration Form (Appendix 2)

• read the Electric Car Charger Instructions and Charging Locations (Appendix 4)

A Pool Car Weekly Safety Checklist (Appendix 7) will be completed by the Estates Team.

Before using any electric vehicle, you must ensure that you have sufficient charge for your complete return journey back to the original Provide site and that you connect the car to the external, lockable pedestal charging point based at the Provide site before leaving the vehicle. The car must be left on charge at all times. Please see Electric Car Charging Instructions and Charging Locations (Appendix 4).

Any mechanical problems should be reported immediately to the Estates Team via provide.poolcars@nhs.net

Any damage to the cars must be reported to the Estates Team when the car is returned to a Provide site via provide.poolcars@nhs.net

The cars have full comprehensive insurance and breakdown cover.

Any excess costs related to an insurance claim will be passed down to the individual who booked the car at the time of the incident.

9. Pool Car Bookings

When booking a pool car, the following actions must be taken:

• Driver Declaration Form (Appendix 2) to be completed by staff member and submitted to provide.poolcars@nhs.net

• Electric Car Charger Instructions and Charging Locations (Appendix 4) to be read and understood by staff member

• Driver Licence Checklist (Appendix 6) to be completed by Estates Team

• Pool Car Weekly Safety Checklist (Appendix 7) to be completed by Estates Team

• Electronic Pool Car Register to be updated by Estates Team

10.Authorised Driver

Only authorised drivers may use the pool cars To register as an authorised driver:

• Submit a Licence Summary obtained via the DVLA website to provide.poolcars@nhs.net. You will receive confirmation from the Estates team that your licence is valid and that you are covered under the Provide fleet car insurance

• completed a Driver Declaration Form (Appendix 2) and submitted to provide.poolcars@nhs.net

• read the Electric Car Charger Instructions and Charging Locations (Appendix 4)

You must also notify the Estates team via provide.poolcars@nhs.net of any changes to your driving licence as soon as possible. Failure to do so could invalidate any insurance cover.

11.Pool Vehicle Safety Checklist

The Pool Car Weekly Safety Checklist (Appendix 7) to be completed by Estates Team.

12.Driver’s Responsibilities

Eligibility to Drive:

• Driver Declaration Form – Appendix 2)

• Electric Car Charger Instructions and Charging Locations (Appendix 4)

All users are required to complete and read the above documentation prior to using a Pool car.

Condition of the Vehicle

All users are required to ensure that there is no smoking, vaping, eating or drinking in the car and that it is kept clean whilst in use. All personal belongings and rubbish should be removed and it is returned in good working order.

Car Charging Guidelines

All users must ensure that any pool car they use is appropriately charged for their planned journeys and re-charged throughout the use if required. When returning the car, it MUST be re-connected to the external, lockable pedestal charger at the designated Provide site. Please see Appendix 4

Driver Journey Log (Appendix 5)

The driver journey log must be used to complete details of all journeys made in each pool car, including who has driven the car. This will enable the provision of the name and address of the driver at the time of an alleged offence and if requested by HM Revenue and Customs, enables Provide to supply details of journeys taken. Pool car Driver Journey Logs are the responsibility of the driver to complete and leave in the Driver Journey Log Folder found in each vehicle. The logs are subject to regular audit by the Finance & Investment Committee.

Damage to Vehicles

Any damage to the car must be reported to the Estates Team when the vehicle is returned to the designated Provide site via provide.poolcars@nhs.net

Driving Violations

Parking fines, congestion charge fines and fines related to traffic offences should be dealt with promptly (and if not appealed) paid immediately by the driver.

Some offences will be reported to Provide’s Estates Team in the first instance (e.g. speeding and other offences caught by camera) and Provide has a legal obligation to supply, when requested, the full name and address of the driver at the time of the alleged offence.

Road Traffic Accidents

Minor

If involved in an accident, it MUST be reported to the Estates & Facilities Team via provide.poolcars@nhs.net at the earliest opportunity.

If you are involved in a minor accident, firstly ensure both you and any other person involved is not injured. If they/you are, arrange for immediate medical treatment, via 999 ambulance etc.

Contact the Police if you think it is necessary. The Police must be involved if someone is injured. Exchange names and addresses with all parties concerned but do not admit liability for the accident. It is also good practice to take the registration number of all vehicles involved.

Contact the Estates and Facilities team via provide.poolcars@nhs.net or the On-Call Manager if out of hours and advise them of the accident, seek help if required. Continue to work only if you feel fit to do so and the vehicle appears completely safe. If in doubt have the vehicle inspected at the nearest garage.

Complete an accident report form on your return to the office. All emergency numbers relating to the pool car are in the folder held in the pool car.

Serious

If you are involved in serious road traffic accident and are able, contact the Estates & Facilities team on 0300 303 9964/07815 547225 or the On-Call Manager if out of hours. If you are unable to contact anyone because of injuries etc, but are able, ask someone else to do so for you.

Use of Mobile Phones

Mobile telephones are not to be used at all whilst driving the cars for work, even with a hands-free system. If a call is received while driving, you must pull over in a safe place to take or return the call while stationary with the engine switched off.

Passengers

Drivers can take passengers in their pool car during working hours provided they also work for Provide and journeys are for legitimate work purposes. Staff are not to take customers in their cars unless authorised by a Manager.

13.Charging an Electric Car

Provide electric car chargers can be used to charge both private and Provide company/leased cars.

Company cars will need an RFID card available from the Estates team to access the charger.

All other cars will need to use the Blink Charging Booking App by registering a payment card and paying for the electric. There is currently not a method to book a charger slot in advance. Please use link below https://blinkcharging.com/corporate/blink-mobile-app/?locale=en The tariff is £0.45 per KWH.

Can all Provide users who sign up to the link app, please email the Estates Helpdesk advising of the make, model and registration number so we can ensure that the reduced Provide tariff is used – provide.estates@nhs.net

All electric engine pool cars will be primarily charged from the lockable pedestal charging point located at the designated Provide sites. See Electric Car Charger Instructions and Charging Locations (Appendix 4)

There are 22 x electric car charging units across the following 7 sites:

HQ Colchester 4

Kestrel House Chelmsford 4

Stapleford House Chelmsford 4

Springfield Green Clinic 2

St Peters Hospital Maldon 2

Halstead Hospital Halstead 2

Crouch Vale 4

Please remember – you MUST connect the charger to the car BEFORE connecting to the charging unit when starting the charge and then remove the charger from the car once the vehicle has been charged.

14.Branding & Customisations

The Estates & Facilities Department will arrange for the Provide branding to be on all pool car vehicles where required

Car safety equipment / Items to be held in cars containing:

First Aid Kit Shovel (for winter months)

Ice Scraper Clinell Universal Wipes (glove box/front)

Emergency Triangle Emergency Breakdown information located in glove box

High Visibility Jacket

15.List of Other Provide Policies

• IGPOL58 Driving at Work Policy

16.References

HM Revenue and Customs Statutory Conditions DVLA

Appendix 1: Pool Car Booking Information for all Staff

POOL CAR BOOKING INFORMATION FOR ALL STAFF

• Complete a Driver Declaration Form (Appendix 2)

• Book the pool car vehicle via Providemybooking.com

• Read the Electric Car Charger Instructions and Charging Locations (Appendix 4)

(You will be asked to sign and date this after your instruction session with the Estates Team Contact)

All the above can be requested via:

➢ provide.poolcars@nhs.net

➢ hard copies from HQ Reception

➢ downloaded from the Intranet as follows: Directorates/Finance, IT & SystmOne, Estates & Facilities/Estates & Facilities/Key Documents

• Return all of the above forms to HQ Reception Desk or provide.poolcars@nhs.net

• Await request has been accepted from HQ Estates & Facilities Team

• PLEASE NOTE: Before you drive the electric car for the first time, you will need to factor in additional time for the driving and charging instruction session before commencing your journey (if required)

• The Estates Team will contact you to arrange a time for your instruction session and collection of car

PLEASE ENSURE YOU READ AND FULLY UNDERSTAND THE ELECTRIC CAR CHARGER INSTRUCTIONS AND CHARGING LOCATIONS (Appendix 4)

On collection of the car:

• You will be given the key fob and a copy of the Pool Car Driver Journey Log (Appendix 6) which you need to complete for all journeys taken

• When returning the car, an interior and exterior check will be carried out with yourself and the Estates Team contact

• Complete the Pool Car Driver Journey Log (Appendix 6) and place in the Journey Log Folder in the vehicle. Key fob to be returned the Estates Team

Appendix 2: Driver Declaration Form

DRIVER DECLARATION FORM

YOU WILL BE REQUIRED TO COMPLETE A SHORT INSTRUCTION SESSION ON THE DRIVING AND CHARGING OF THE ELECTRIC CAR PRIOR TO USE

NAMED DRIVER TO COMPLETE

FIRST NAME:

JOB TITLE:

CONTACT NUMBERS:

WORK BASE:

LICENCE NO:

LICENCE ISSUE DATE:

SURNAME:

WORK BASE:

WORK MOBILE:

DATE OF BIRTH:

LICENCE EXPIRY DATE:

I confirm that I am medically fit to drive as described by the DVLA Medical Rules on Driving (this includes having an eyesight test and the use of prescription glasses if required)

I have read and understood the Pool Car Policy and agree to comply with the contents

I have read and understood the Driving at Work Policy and agree to comply with the contents

SIGNED: DATE:

YES / NO

FOR COMPLETION BY ESTATES & FACILITIES TEAM

Attach to Driver Licence Checklist (Appendix 4)

Attach to Pool Car Driver Journey Log (Appendix 6)

Attach copy of signed Electric Car Charger Instructions and Charging Locations (Appendix 3)

Appendix 3: Vehicle Pre-Journey Checklist and Car Safety

VEHICLE PRE-JOURNEY CHECKLIST AND CAR SAFETY

VEHICLE REG

DATE AND TIME TAKEN

DATE AND TIME RETURNED

DESTINATION

DRIVER DETAILS

PRINT NAME

SIGNATURE

PURPOSE OF VISIT

If the engine oil warning lights come on during the course of the time you have the vehicle, top up engine oilcan be purchased using the pool car fuel card. In the instance, ensure that you check that you have purchased the correct engine oil for that particular make and model.

(1) Ensure that there is at least ¾ of a tank of fuel when you return the vehicle

(2) Ensure that the warning light on the dashboard goes out for coolant and engine oil

(3) Physically check that they wipers work and that there is windscreen wash in the bottle by operating the washer

(4) Brakes – ensure that the warning light on the dashboard goes out and that the brakes feel responsive during normal driving

(5) Turn all of the vehicle lights on and check that no bulbs need replacing

In the event of a breakdown -breakdown cover details are in the glove compartment In the event of a crash, please contact the Estates team via email @ provide.estates@nhs.net or call 0300 303 9964/07815 547225

If there are any faults with the vehicle prior to setting off, you must make sure that they are reported and dealt with prior to undertaking your journey by contacting the Estates & Facilities team in the first instance – Tel: 0300 303 9964/Mobile: 07815 547225

VISUAL INSPECTION CHECK

DRIVER DEFECT REPORT

What have you done? Who have you told? Any damage to bodywork or any damage caused by an accident MUST be recorded in this space

ACTION TAKEN

DEFECT RECTIFICATION

RECTIFIED BY DATE

IF UNSURE SEE THE VEHICLE HANDBOOK OR ASK!!

Please mark any existing damage and get counter signed by a Manager before commencing your journey

I have checked the vehicle as described above. The vehicle appears to be in a roadworthy condition. I have made myself familiar with the vehicle controls. I have a full and valid licence for this type of vehicle. I have supplied a copy of my licence to the Estates department, and I am aware of the Pool Car Policy (available via the Provide Community Platform). Should I find any defects with the vehicle or be involved in an accident of any kind, I will report this to my line manager or their deputy as soon as possible.

Appendix 4: Electric Car Charger Instructions and Charging Locations

ELECTRIC CAR CHARGER INSTRUCTIONS AND CHARGING LOCATIONS

• KEEP THE KEY FOB WITH YOU AT ALL TIMES

• YOU MUST ENSURE YOU HAVE SUFFICIENT CHARGE FOR YOUR COMPLETE RETURN JOURNEY AND ALSO LEAVE ENOUGH TIME TO ATTACH THE CAR TO THE CHARGER

• PLEASE RETURN THE KEY FOB TO THE DESIGNATED CONTACT PERSON

• DRIVER MANUAL & BREAKDOWN COVER DETAILS LOCATED IN THE GLOVE COMPARTMENT

STARTING AND DRIVING THE CAR

• Key Fob – use this to lock, unlock the car and open the charging port

• The car is automatic and has no handbrake and no gear stick – use the driver mode control to drive, reverse and park

• Place the key fob in the front shelf

• Press the start button

• Adjust your seat and mirrors

• Select Drive or D to move off drive and use the accelerator

• Use the middle brake pad to slow down and stop

• To reverse, Use Reverse or R

• To park, press the P button on the driver mode control. Keep your foot on the middle brake pedal and press down on the foot “hand brake” to turn on

• Press start button to turn off the engine - the dash screen will turn black.

• Lock the car by using the key fob

CAR SAFETY

• ABS fitted together with EBD (Electronic Brakeforce Distribution) which detects extra weight in the back and adjusts the force of the rear brakes accordingly

• Airbags – dual-stage front bags with seatbelt and occupant sensors, seat-mounted side-impact bags at the front and side-impact curtain bags in the roof

• Hill Start Assist system – the brakes are automatically applied when you stop on a hill. Use the accelerator to move forward and the brakes will release

• First Aid box located in the boot

CHARGING THE CAR

Use the key fob to release the charging port

• The chargers are in the boot clearly marked for appropriate use

• Connect the car charger FIRST to the charger and then the charging unit charger second. The charger will bleep indicating charging has commenced.

• When disconnecting, again remove the car charger FIRST from the car and then the charging unit charger. Place the car charger back in the boot

CHARGING LOCATIONS

There are 22 x electric car charging units across the following 5 sites:

HQ, Colchester: 4

Kestrel House, Chelmsford 4

Stapleford House, Chelmsford 4

St Peters Hospital, Maldon 2

Halstead Hospital, Halstead 2

Crouch Vale Medical Centre 4

Springfield Green Clinic 2

Please remember – you MUST connect the charger to the car BEFORE connecting to the charging unit when starting the charge and then remove the charger from the car first and then the charging unit once the vehicle has been charged.

https://blinkcharging.com/corporate/blink-mobile-app/?locale=en

NAMED DRIVER TO COMPLETE

NAME: SIGNED: DATE:

I have read and understood the above instructions for driving and charging the electric car and agree to comply with the contents

Tick box ESTATES & FACILITIES TEAM TO COMPLETE

NAME: SIGNED: DATE:

Appendix 5: Pool Car Driver Journey Log

POOL CAR DRIVER JOURNEY LOG

DRIVER NAME: VEHICLE REGISTRATION NUMBER:

PURPOSE OF USE: DATE CAR COLLECTED: DATE DRIVING AND CHARGING INSTRUCTIONS RECEIVED: TIME CAR COLLECTED:

JOURNEY AND MILEAGE LOG

DATE OF TRAVEL

REASON FOR TRAVEL (add drop down box)

START OF JOURNEY (Post Code)

DESTINATION (Post Code) TOTAL MILEAGE

TOTAL MILEAGE COMPLETED:

DATE CAR RETURNED:

TIME CAR RETURNED:

KEYS RETURNED TO ESTATES TEAM CONTACT:

CAR RE-CONNECTED TO ELECTRIC CHARGER:

YES / NO (Delete as applicable)

Appendix 6: Pool Car Weekly Safety Checklist

Date of Check:

Vehicle Registration Number:

Vehicle Make and Model:

Odometer Reading:

EXTERNAL VEHICLE CONDITION

ITEM

√ = satisfactory/available

X = defective/missing

N/A = not applicable

COMMENT

Condition of vehicle bodywork, windscreen, windows, lights

Condition of windscreen wiper blades

Cleanliness of windscreen, windows, mirrors, lights, number plate

Condition of tyres, tyre pressure, tyre wear

Availability of spare wheel and jack

Windscreen wash level

VEHICLE INTERIOR AND EQUIPMENT

ITEM

Condition and function of seat belts

Head restraint adjustment

Mirror adjustment

Warning light

All lights Horn

Washers and wipers

Brakes

Electric Charge

Vehicle handbook

√ = satisfactory/available

X = defective/missing

N/A = not applicable

COMMENT

All the items above have been checked and any defects and omissions reported.

HQ Estates Staff Signature:

Appendix 7: Driver Licence Checklist (Estates Team only)

DRIVER LICENCE CHECKLIST

DRIVER NAME: CAPITALS)

GENERAL

• Check ALL licences

• Ensure drivers produce photocard licence

• Take copies of both sides of licence

DATE:

ITEMS TO CHECK ON SUBMITTED LICENCES: Confirmed

Take photocopy of latest licence submitted

All personal details are correct – name, date of birth and address

Issue number and issue date

Whether any medicals/renewals are due in the near future – if so, advise driver

Age restrictions

Driver holds required entitlements

Restriction and exchange codes

Photocard expiry date

Any new endorsements/disqualifications

Have not had a change in health/eyesight which could affect their entitlement to drive – if so, they must inform the DVLA

Do not have any pending convictions, endorsements or disqualifications

Will inform us and DVLA if their health/eyesight changes in a way which could affect their entitlement to drive

Will inform us of any road traffic incidents, convictions, endorsements or disqualifications which could affect their entitlement to drive

If in doubt about the validity of a licence, check with DVLA (get driver’s permission first): Check either by:

• By telephone - 0906 139 3873 (premium rate number) from Monday – Friday 8.00am-8.00pm and Saturdays from 8.00am-6.00pm

• In writing from the Data Subject Enquiry Unit. Call 01792 3100075 between 9.00am-12 noon Monday-Friday. DVLA charge for this service on a pre-payment basis

EQUALITY IMPACT ASSESSMENT TEMPLATE: Stage 1: ‘Screening’

Name of project/policy/strategy (hereafter referred to as “initiative”):

Provide a brief summary (bullet points) of the aims of the initiative and main activities:

Project/Policy Manager:

Date:

This stage establishes whether a proposed initiative will have an impact from an equality perspective on any particular group of people or community – i.e. on the grounds of race (incl. religion/faith), gender (incl. sexual orientation), age, disability, or whether it is “equality neutral” (i.e. have no effect either positive or negative). In the case of gender, consider whether men and women are affected differently.

Q1. Who will benefit from this initiative? Is there likely to be a positive impact on specific groups/communities (whether or not they are the intended beneficiaries), and if so, how? Or is it clear at this stage that it will be equality “neutral”? i.e. will have no particular effect on any group. There will be positive impact and will be equally neutral.

Q2. Is there likely to be an adverse impact on one or more minority/under-represented or community groups as a result of this initiative? If so, who may be affected and why? Or is it clear at this stage that it will be equality “neutral”?

It will be equally neutral.

Q3. Is the impact of the initiative – whether positive or negative - significant enough to warrant a more detailed assessment (Stage 2 – see guidance)? If not, will there be monitoring and review to assess the impact over a period time? Briefly (bullet points) give reasons for your answer and any steps you are taking to address particular issues, including any consultation with staff or external groups/agencies.

• Policy will be reviewed regularly.

• If necessary, staff will be consulted regarding particular issues.

Guidelines: Things to consider

Equality impact assessments at Provide take account of relevant equality legislation and include age, (i.e., young and old,), race and ethnicity, gender, disability, religion and faith, and sexual orientation.

The initiative may have a positive, negative or neutral impact, i.e., have no particular effect on the group/community.

Where a negative (i.e., adverse) impact is identified, it may be appropriate to make a more detailed EIA (see Stage 2), or, as important, take early action to redress this – e.g., by abandoning or modifying the initiative. NB: If the initiative contravenes equality legislation, it must be abandoned or modified.

Where an initiative has a positive impact on groups/community relations, the EIA should make this explicit, to enable the outcomes to be monitored over its lifespan.

Where there is a positive impact on particular groups does this mean there could be an adverse impact on others, and if so can this be justified? - e.g., are there other existing or planned initiatives which redress this?

It may not be possible to provide detailed answers to some of these questions at the start of the initiative. The EIA may identify a lack of relevant data, and that data-gathering is a specific action required to inform the initiative as it develops, and also to form part of a continuing evaluation and review process.

It is envisaged that it will be relatively rare for full impact assessments to be carried out at Provide. Usually, where there are particular problems identified in the screening stage, it is envisaged that the approach will be amended at this stage, and/or setting up a monitoring/evaluation system to review a policy’s impact over time.

EQUALITY IMPACT ASSESSMENT TEMPLATE: Stage 2:

(To be used where the ‘screening phase has identified a substantial problem/concern)

This stage examines the initiative in more detail in order to obtain further information where required about its potential adverse or positive impact from an equality perspective. It will help inform whether any action needs to be taken and may form part of a continuing assessment framework as the initiative develops.

Q1. What data/information is there on the target beneficiary groups/communities? Are any of these groups under- or over-represented? Do they have access to the same resources? What are your sources of data and are there any gaps?

All groups have access to the same resources

Q2. Is there a potential for this initiative to have a positive impact, such as tackling discrimination, promoting equality of opportunity and good community relations? If yes, how? Which are the main groups it will have an impact on?

All staff will benefit from this initiative and access to resources

Q3. Will the initiative have an adverse impact on any particular group or community/community relations? If yes, in what way? Will the impact be different for different groups – e.g., men and women?

No adverse impact on any particular groups

Q4. Has there been consultation/is consultation planned with stakeholders/ beneficiaries/ staff who will be affected by the initiative? Summarise (bullet points) any important issues arising from the consultation.

N/A

Q5. Given your answers to the previous questions, how will your plans be revised to reduce/eliminate negative impact or enhance positive impact? Are there specific factors which need to be taken into account?

N/A

Q6. How will the initiative continue to be monitored and evaluated, including its impact on particular groups/improving community relations? Where appropriate, identify any additional data that will be required.

This initiative will undergo the usual review procedures

Guidelines: Things to consider

An initiative may have a positive impact on some sectors of the community but leave others excluded or feeling they are excluded. Consideration should be given to how this can be tackled or minimised.

It is important to ensure that relevant groups/communities are identified who should be consulted. This may require taking positive action to engage with those groups who are traditionally less likely to respond to consultations and could form a specific part of the initiative.

The consultation process should form a meaningful part of the initiative as it develops and help inform any future action.

If the EIA shows an adverse impact, is this because it contravenes any equality legislation? If so, the initiative must be modified or abandoned. There may be another way to meet the objective(s) of the initiative.

Further information:

Useful Websites www.equalityhumanrights.com Website for new Equality agency www.employers-forum.co.uk – Employers forum on disability www.efa.org.uk – Employers forum on age

EQUALITY IMPACT ASSESSMENT TEMPLATE: Stage One: ‘Screening’