HSPOL21 Working at home v6 by Provide Community

Working Remotely and Home as Base Policy

Version: V6

Ratified by: Finance and Investment Committee

Date ratified: 07/02/2024

Job Title of author: Head of Health, Safety and compliance

Reviewed by Committee or Expert Group Property, Health & Safety steering Group

Equality Impact Assessed by: Head of Health, Safety, and compliance

1. Introduction

There are a number of situations whereby an employee may work remotely (including from their own home) and / or have their home as their registered base. This policy defines these scenarios and outlines the considerations that should be made in each circumstance:

2. Purpose

The health, safety and welfare of our employees is of paramount importance and this extends to all situations whereby employees work remotely whether that be in other Provide locations, in public spaces or in their own homes and / or have their registered base as their own home.

The policy sets out the organisational, managerial and individual responsibilities and actions that must be undertaken in the above circumstances.

3. Definitions

Employees whose Registered Base is their Home Address

This term is used to describe employees whose base is registered as their home address. Where this applies ‘home’ will be stated as the work base in the employees’ contract of employment but does not necessarily mean they will work from that address.

Employees Working Remotely

This term applies to employees who work away from their main office base, which is enabled through the use of information and communication technologies so that the employee may alternate between his/her main office base (registered base) or other suitably equipped locations. This may be arranged following:

• the employee submitting a flexible working request to work remotely (including from home) on a regular basis which has been agreed by their Line Manager, or

• the employee having their Line Manager’s agreement to work remotely (including from home) on an ad hoc basis,

• a major incident (e.g. loss of premises / pandemic flu)

• a reasonable request made by a Provide manager

It is worth noting that the employee’s contractual work base will be a Provide occupied site and staff will have the possibility of booking a desk through Provide MyBooking

Other terms that may be used:

Fixed location worker – this is a workplace-based employee who operates who remain at a workstation or place of work for most of the working day.

Flexible worker – this is where a role is not restricted to one location. Employees can successfully and regularly carry out the role and work activity from a mixture of home

and place of work

Home Worker – This is where employees carry out most of their work at their home. However, they are still required to attend workplaces when needed to ensure the best possible outcomes and this may include meetings, 121’s with managers etc.

Mobile Worker – this is where the employee spends most of their time visiting people, sites, attending meetings or carrying out work across the Group

4. Duties

Group Chief Executive

Is ultimately responsible for and fully endorses all parts of this policy.

All Executive Directors, Assistant Director’s and Managers

• Must comply with all requirements of this policy and procedures

• Must ensure that employees are aware and understand this policy and that all employees within their area of responsibility undergo all necessary training

• Must ensure that regular Health & Safety check lists, risk assessment and workstation assessments are completed and held on HR files for record

Employees

• Should make themselves aware of this policy and other related procedural documents

• Ensure they have the contractual right or management approval to work from other suitable locations (including home) before doing so

• Should make themselves aware of and adhere to data protection legislation (Caldicott and Information Governance policies)

• Be responsible for complying with Working Time Directive regulations in respect of the hours they work and taking breaks

• If carrying out any work at home, are required to undertake a Health & Safety Assessment and Security Assessment (Appendix1) and Workstation Assessment (Appendix 2) of the area of their home they use to work in

5. Consultaion and Communication

In accordance with these Regulations, Provide Community will ensure that all users who work remotely will be aware of the policy

HR consulted during review of policy

6. Monitoring

This policy has been developed in the light of current information and guidance available to the organisation. It will be monitored and reviewed by the Head of Health, Safety and Compliance with the support of appropriate specialist advice.

This document may be reviewed at any time at the request of either staff side or management but will automatically be reviewed 2 years from initial approval and thereafter on a triennial basis unless organisational changes, legislation, guidance, or non-compliance prompt an earlier review

7. Remote (Including from Home) Working Arrangements

Unless stated in an employee’s contract of employment or in the event of a major incident, there is no automatic right to work remotely on a regular or ad-hoc basis. Any such working is voluntary and by agreement with Provide (the employer).

To work effectively, regular working remotely arrangements have to primarily meet the business needs of the service. Not all jobs are suitable for undertaking remotely and any request will be considered on its merits.

Tasks which may not be suitable for carrying out remotely include but are not limited to:

• Meet and greet aspects to a role on a frequent basis. e.g. Reception Work

• Being a member of a team, which needs to have regular access to officebased information

• Servicing or auditing of estates, facilities and / or assets

• A high degree of supervision or management support

• Objective performance monitoring

• Any other characteristic which the organisation believes to be unsuitable for working remotely.

Tasks which are more suitable for carrying out remotely may include:

• those with an identifiable output

• an element of project work or administrative work

• attendance at meetings that have virtual access available

• virtual consultations

Line Managers have the responsibility to agree and request that employees work remotely. Any requests to work remotely will be considered, in consultation with Human Resources to ensure consistency of approach across the organisation.

Unless directed by Executive Directors during a major incident, requests will be authorised subject to completion of a satisfactory assessment by the employee’s line manager. Managers will monitor and check the work undertaken by employees working remotely

Details of any agreement reached for employees to work remotely must be documented by the line manager. A remote working agreement will be signed by the line manager and copied to HR for arrangements lasting longer than 3 months.

Agreements are subject to a 3-month trial period before final ratification. If thought necessary, the trial period may be extended or curtailed.

Employees who work remotely on an Ad hoc basis

Employees may work remotely (including from home) on an ad hoc basis providing they have the prior agreement of their line manager and that clear outputs, which can be checked and monitored, are identified in advance. The line manager should be able to contact the person working remotely at any time of the agreed working day, which in some situations may differ from the usual working times.

Declined Requests for Working from Home

If a request for regular / ad hoc working remotely is declined, reasons for refusal will be given to the employee in writing. If employees are unhappy about the reasons given, they may seek recourse in accordance with the organisation’s Grievance Policy & Procedure.

8. Considerations for Employees Working Remotely

In all instances of working remotely (including from home), the employee’s performance will be monitored, including appropriate output measures: -

• Working remotely arrangements will be monitored and reviewed as part of normal supervision and 1:1 meetings at regular intervals by the line manager to ensure their continued effectiveness, particularly in terms of service delivery and impact on colleagues. Performance issues will be dealt with in accordance with the organisations normal Policies and Procedures.

• Managers will agree with the employee:

o the specific times the employee will be working and contactable

o specific attendance requirements for meetings and supervision sessions

o leave and sickness procedures to be followed

Line managers will ensure that contact is maintained with the employee who is working remotely and this may involve:

• Regular contact and support, which may include visits from the line manager or meetings in the office or at other venues

• Keeping employees informed of all relevant section, departmental and corporate developments which impact on their work and them as Provide employees

• Formal supervision through management guidance and PDR processes.

• Implementation of absence and sickness reporting procedures

• Employees being available to attend meetings or training courses as required by their line manager

• Consideration as to whether an employee’s working remotely creates additional workloads for other employees or otherwise negatively affects operational efficiency and effectiveness

9. Working Arrangements

Organisational Equipment

Employees will have access to a laptop, mobile or softphone (where required), keyboard and mouse to enable remote or home working. Employees will not be issued with additional equipment to allow them to work remotely or from home either on a regular or ad hoc basis, unless it is a recommended as a reasonable adjustment or is required in exceptional circumstances and following a request to work from home by their line manager ; Employees are permitted to connect their own monitors to their work laptops whilst working at home.

In line with all equipment issued to staff, such equipment will remain the property of Provide and continue to be maintained by the organisation. This may require the user to bring the device to a Provide base for the maintenance to take place. The employee is required to take reasonable care of all equipment, to keep it secure and to use it in accordance with operating instructions. Any equipment provided should be returned at the end of the agreement (as outlined in our Information Security Policy – IGPOL53).

Managers and the employee will discuss and agree:

• How the user will connect their laptop to the Provide IT network, this will usually be using the employees home Wi-Fi and there is an expectation that employees have reliable Wi-Fi to enable this. Where Wi-Fi is not available and tethering is required, the line manager will discuss this requirement with the Assistant Director for IT & Systems.

• The type of work that can be undertaken form home and any software that is required to undertake this e.g. AccuRx for video consultations

• How collaboration and communication with other staff will be achieved, primarily through Microsoft Teams

• Telephony requirements, which may include (where applicable);

o Phone calls form the Provide issued laptop, headphones may be required

o Setting up voicemails

o Use of a work mobile, reminding staff to enable Wi-Fi calling

Remote Working Equipment Required for Emergency Responses

Where IT equipment is required to enable working remotely, a request should be logged with the Provide Service Desk, which should include the following details:

• Reason for the request

• Name of staff member

• Equipment required

• Anticipated equipment return date

• Where the employee is unable to collect the equipment and the service is unable to deliver it, the address of staff member (where issuance shall take place)

• Preferred contact number for the staff member

• If the member of staff has been issued a laptop previously

• Details of any specific additional software required by the staff member – IT to install software

• Confirmation that home Wi-Fi is available for use, or confirmation of alternative connection method

• Telephony requirements (see previous paragraph)

Personal Details and Security

Employees are advised not to release their home address and/or home telephone number to non-members of staff.

All staff must take personal responsibility for the security of the data in their care.

9. Health and Safety

The Health and Safety at Work Act 1974 (HSAWA) states that an employer shall ensure, so far as reasonably practicable, the health, safety and welfare at work of all employees. This places an obligation on employees who work from home to do their work in such a way as to ensure that they and any other person, including members of the household, will not be exposed to risks to their health and safety.

Employees whose Registered Base is their Home Address

A Health & Safety and Security Assessment (Appendix 1) shall be undertaken in the first instance to ensure the home complies with all necessary legislation. If areas of concern are identified, the matter should be discussed with both the Line Manager and Health and Safety Team. After the first assessment, regular 6 monthly reviews should be carried out by the employee with their Line Manager to determine if anything has changed. Provide additionally, reserves the right in exceptional circumstances and with prior consent of the employee to check the employee’s home work areas for health and safety purposes.

Employees should also read the guidance notes as outlined in Appendix 2 & 3 to this Policy to help ensure compliance.

10. Security

Employees have a responsibility to ensure they are aware of the requirements to maintain confidentiality of all records, including computer records and to work in a secure way. It is also Provide’s responsibility to highlight these requirements to employees.

System passwords and PIN numbers should never be written down or divulged to others, and no data should be stored on the hard disk of staff’s own PCs, or transported on non-encrypted storage devices. The terms of the Information Security policy (IGPOL 53) must be adhered to.

Colleagues have a personal responsibility to ensure that Confidential Information is kept secure. All employees who work remotely must ensure that any confidential information is secured as outlined in the Confidentiality Code of Conduct Policy and Information Security Policy. This includes ensuring that telephone conversations concerning confidential matters cannot be overheard and desks are kept clear If working at home or in a public place, consideration should be given to confidentiality. Non-compliance with the requirements set out in either of these policies may be addressed via the organisation’s Disciplinary Policy and Procedure.

Colleagues must ensure that any contact with patients via IT systems, virtual consultations or telephony are conducted in a confidential environment.

Employees will be held responsible for the loss or damage to equipment where requirements of the Security Policy have not been observed and this may also be dealt with in accordance with the Disciplinary Policy & Procedure.

11. Costs

Employees whose Registered Base is their Home Address

Any equipment (additional to standard issue) which may be required by employees whose registered base is their home address will be considered on an individual case by case basis. Any equipment issued to employees by Provide remains the property of Provide and must not be used by other members of the household.

You may be eligible to claim tax relief on some of the costs of working from home, for example the extra cost of gas or electricity to heat the area you work in. However, you cannot claim for things that you use for both private & business use, such as broadband or rent.

If you wish to explore making a claim it is your responsibility to contact HMRC and make the claim.

Employees working remotely on a regular basis

You may be able to claim tax relief for some of the bills you have to pay if the organisation requires you to work from home on a regular basis, however you cannot claim tax relief if you choose to work from home.

12. Travel expenses

Employees whose registered base is their Home Address

Where an employee is required to travel to undertake work or attend meetings, they may claim travel expenses from their home address.

Employees whose work remotely

Employees who are working remotely under a regular flexible working agreement, or on an ad hoc basis, may claim travel expenses over and above the cost of travelling to their contractual work base as set out in their contract of employment.

Appendix: 1 – Employees Working from Home Health & Safety and Security Checklist

Personal Details:

Name

Home Working Address

Agreed Home Working Pattern

Thank you for completing this form. It will be used to assist the organisation in ensuring that your working conditions at home comply with current legislation. Where you answer ‘No’ please give further details in comments column.

Fire Yes No Comments

Is the work area tidy and exit routes clear?

Do you have an escape plan?

Is a smoke alarm fitted?

Know exactly what you would do in an emergency

Alarm must be tested weekly and batter replaced annually

Electrical Equipment Yes No Comments

Any evidence of overheating?

Any obvious damage to leads and plugs?

Are the cables secure in all the plugs?

Slips Trips & Falls

Floor coverings sound, and without defects?

Are walkways clear of tripping hazards e.g. trailing cables?

When seated at your desk can you move your legs and upper body together without twisting?

Working Environment Yes No Comments

Is your home environment safe and conducive to periods of concentration for your working day?

Is the temperature and ventilation adequate?

Do you have adequate lighting, including any necessary task lighting

Do you have a quiet space to work in your home free from interruption for the majority of your working time?

Working Alone

Have you agreed a ‘call in’ procedure with your manager?

Do you have diarised team meetings and 1:1 supervision with your line manager arranged?

Accidents / First Aid

Do you know the procedure for reporting any accidents or work related illnesses?

Physical Security

Are external doors secured?

Are accessible windows secured?

Laptop and confidential files locked away when not in use?

Information Security

Will you be processing confidential information regarding patients/ staff?

If yes – do you have a suitable space you can work from in your home that will ensure patient confidentiality is maintained (i.e. that your confidential conversations/ printed info/ info on screen cannot be

overheard/ overseen by other members of your household?

Other comments

Signature Date

Checked by Position

Self Review Date

Personal Details Name

Home Working Address

Agreed Home Working Pattern

Thank you for completing this form. It will be used to assist Provide in ensuring that your working conditions at home comply with current legislation. Where you answer ‘No’ please give further details in comments column.

Appendix: 2 – DSE Checklist

Available on Platform

DSE User Self-Assessment Form

A DSE assessment is an assessment of Display Screen Equipment and how we use it. It is required under health and safety DSE legislation. To be completed by all staff that use DSE for over an hour, this includes:

• Laptops

• Tablets

• Smartphones

• Touch screens

• PCs

A DSE workstation risk assessment should identify the hazards each piece of equipment poses and suggest ways of eliminating or reducing it.

Sections 1 – 6 Answers of “Yes” require no further action and answers of “No” will require investigation and/or remedial action by the Line Manager/Supervisor. These can be written up in the action plan at the end of the checklist. If further guidance/investigation needed contact your Health, Safety, Fire and Security Manager Section 7 – any issues require further action.

Name Email Date Site

Workstation location and number (if applicable):

Any further action needed Action plan at end

Manager//supervisor Email

Assessment checked by line manager/supervisor (name/date)

Date follow-up action completed by

Review dates – annual or if any significant changes, base, location, medical.

Are you aware of your entitlement to eye and eyesight testing?

Are you aware that you should take regular breaks working away from DSE?

Manager to save and ensure annual reviews carried out

See Platform for details

1. KEYBOARD

Risk Factors

Isthekeyboardseparatefrom the screen?

Does the keyboard tilt?

Is it possible to find a comfortable keying position?

Does the user have good keyboard technique?

Yes No Things to consider

This is a requirement, unless the task makes it impracticable (e.g. where there is a need to use a portable).

Tilt need not be built in.

Try pushing the display screen further back to create more room for the keyboard, hands and wrists.

Users of thick, raised keyboards may need a wrist rest.

Training can be used to prevent:

• hands bent up at the wrist;

• hitting the keys too hard;

• overstretching the fingers. Are the characters clear and readable?

Keyboards should be kept clean. If characters still can’t be read, the keyboard may need modifying or replacing. Use a keyboard with a matt finish to reduce glare and/or reflection.

2. MOUSE, TRACKBALL, ETC

Risk Factors Yes No

Is the device suitable for the tasks it is used for?

If the user is having problems, try a different device. The mouse and trackball are general-purpose devices suitable for many tasks, and available in a variety of shapes and sizes.

Alternative devices such as touch screens may be better for some tasks (but can be worse for others).

Is the device positioned close to the user?

Is there support for the device user’s wrist and forearm?

Does the device work smoothly at a speed that suits the user?

Can the user easily adjust software settings for speed and accuracy of pointer?

3. DISPLAY SCREEN

Are the characters clear and readable?

Is the text size comfortable to read?

Istheimagestable,i.e.freeof flicker and jitter?

Is the screen’s specification suitable for its intended use?

Most devices are best placed as close as possible, e.g. right beside the keyboard.

Training may be needed to

• prevent arm overreaching;

• encourage users not to leave their hand on the device when it is not being used;

• encourage a relaxed arm and straight wrist.

Support can be gained from, for example, the desk surface or arm of a chair. If not, a separate supporting device may help. The user should be able to find a comfortable working position with the device.

See if cleaning is required (e.g. of mouse ball and rollers). Check the work surface is suitable. A mouse mat may be needed.

Users may need training in how to adjust device settings.

Make sure the screen is clean and cleaning materials are available. Check that the text and background colours work well together.

Software settings may need adjusting to change text size.

Tryusingdifferentscreencolours to reduce flicker, e.g. darker background and lighter text. If there are still problems, get the set-up checked, e.g. by the equipment supplier.

For example, intensive graphic work or work requiring fine attention to small details may require large display screens.

Are the brightness and/or contrast adjustable?

Does the screen swivel and tilt?

Is the screen free from glare and reflections?

Are adjustable window coverings provided and in adequate condition?

4. SOFTWARE

Isthesoftwaresuitableforthe task?

5. FURNITURE

Is the work surface large enough for all the necessary equipment, papers etc.?

Separate adjustment controls are not essential, provided the user can read the screen easily at all times.

Swivel and tilt need not be built in; you can add a swivel and tilt mechanism.

However, you may need to replace the screen if:

• swivel/tilt is absent or unsatisfactory;

• work is intensive; and/or

• the user has problems getting the screen to a comfortable position.

Useamirrorplacedinfrontofthe screen to check where reflections are coming from. You might need to move the screen or even the desk and/or shieldthescreenfromthesource of the reflections. Screensthatusedarkcharacters on a light background are less prone to glare and reflections.

Check that blinds work. Blinds with vertical slats can be more suitable than horizontal ones. If these measures do not work, consider anti-glare screen filters as a last resort and seek specialist help.

Software should help the user carry out the task, minimise stress and be user-friendly. Check users have had appropriate training in using the software. Software should respond quickly and clearly to user input, with adequate feedback, such as clear help messages.

Create more room by moving printers, reference materials etc. elsewhere.

If necessary, consider providing new power and telecoms

Can the user comfortably reach all the equipment and papers they need to use?

Are surfaces free from glare and reflection?

Is the chair suitable? Is the chair stable? Does the chair have a working:

• Seat back height and tilt adjustment?

• Seat height adjustment?

• Castors or glides?

Is the chair adjusted correctly?

Is the small of the back supported by the chair’s backrest?

sockets, so equipment can be moved.

There should be some scope for flexible rearrangement.

Rearrange equipment, papers etc. to bring frequently used things within easy reach. A document holder may be needed, positioned to minimise uncomfortable head and eye movements.

Consider mats or blotters to reduce reflections/glare.

The chair may need repairing or replacing if the user is uncomfortable, orcannotusethe adjustment mechanisms.

The user should be able to carry outtheirwork sittingcomfortably.

Considertraining theuser inhow to adopt suitable postures while working.

The arms of chairs can stop the user getting close enough to use the equipment comfortably.

Move any obstructions from under the desk.

The user should have a straight back, supported by the chair, with relaxed shoulders. Are forearms horizontal and eyes at roughly the same height as the top of the DSE?

Adjust the chair height to get the user’s arms in the right position, and then adjust the DSE height. Are feet flat on the floor, without too much pressure from the seat on the backs of the legs?

A footrest may be needed.

6. ENVIRONMENT

Risk Factors

Is there enough room to change position and vary movement?

Is the lighting suitable, e.g. not too bright or too dim to work comfortably?

Doestheairfeelcomfortable?

Are levels of heat comfortable?

Are levels of noise comfortable?

Things to consider Action to take

Spaceisneededtomove,stretch and fidget. Consider reorganisingtheofficelayoutand check for obstructions. Cables should be tidy and not a trip or snag hazard.

Users should be able to control light levels, e.g. by adjusting window blinds or light switches. Consider shading or repositioning light sources or providing local lighting, e.g. desk lamps.

DSE and other equipment may dry the air. Circulate fresh air if possible. Plants may help. Consider a humidifier if discomfort is severe.

Canheatingbebettercontrolled? More ventilation may be required if there is a lot of electronic equipment in the room. Or, can users be moved away from the heat source?

Consider moving sources of noise, e.g. printers, away from the user. If not, consider soundproofing.

Homeworking - DSE Regulations also apply for a home workstation and is subject to the same requirements as that of an office employee. If permanent or adhoc arrangements the worker must ensure

• they can achieve a comfortable, sustainable posture while working with DSE

• any equipment provided is safe and suitable for use

Are you a homeworker –permanent or adhoc arrangements

Are any issues from the DSE related to your homeworking arrangements?

1. Action Plan

Section Action/Mitigations/Advice

Describe homeworking set up:

Describe the issues at home:

Date Completed

Appendix: 2 – DSE Guidance

Appendix 2 - DSE Guidance.pdf

Appendix: 3 – Working from Home – Risk Assessment

Name of Home Worker:

Dept & Contact number:

Type of work activity:

Date of assessment:

Duration of home working: Regular (e.g. 1 day per week)

Occasional Full-time

Hazard Checklist - If no, how will this be mitigated?

Working environment of area where home-working takes place

Is there sufficient ventilation, can windows be opened without risk to employee or others?

Is there sufficient lighting for the task?

Is there sufficient heating? Are heating systems/ portable heaters maintained in good working order? (Gas appliances must be maintained by a Gas Safe (previously CORGI) qualified engineer)

If portable heaters are used are these positioned to prevent toppling and away from combustible materials?

Is there sufficient space for all the furniture & equipment used? (There should be at least 3.7 sq meters to work safely)

Is flooring in good condition and free from trip hazards?

Is there sufficient safe & secure storage space for equipment and documents used?

Is the work area subject to noise at a level which is likely to affect the employee’s concentration?

Electrical safety

Is the fixed electrical system in good condition e.g. no signs of scorching or arcing on sockets?

Are there sufficient numbers of sockets to prevent overloading?

If extension leads are used are these the fused and switched type? (Cables and extension leads should be positioned so that they are not subject to excessive wear or damage and do not present a trip hazard)

YES/NO

Is electrical equipment used for home working in good condition and free from any visual faults?

If any equipment is to be provided by the Provide Community there will be arrangements in place for you to bring equipment into a base to be PAT tested?

Safe Posture

Has DSE been completed for home working?

Does the chair used provide sufficient lumbar support?

Is the work surface of a sufficient size to accommodate all the equipment to be used?

Is there sufficient space below the work surface for the employee’s legs to enable them to stretch and change position?

Have you experienced pain or discomfort when using the computer at home?

Visual fatigue

Is the screen positioned at the correct height and viewing distance?

Is the screen free from glare or reflections? (Ideally the screen should be at right angle to windows, windows should be provided by blinds or curtains to prevent glare from falling onto the screen.)

Is the screen free from flicker & are images clear & stable? (ITS can advise how to adjust the settings to suit the needs of the user)

Stress

Is there sufficient segregation from disruptions e.g. children, pets, other family members?

Are there arrangements for keeping in contact with your manager?

Emergency arrangements

Does the accommodation used for home working have a smoke alarm?

Have you a plan in place for what you will do in an the event of a fire? (A plan for your escape route and what you would do if the route was unavailable do to fire/smoke, e.g. having to tools to break double-glazed windows etc.)

Have you got access to a first-aid kit?

Action taken by employee to address any issues

Action taken by manager to address any issues

Name of Manager:

Signature

Name of Employee :

Signature

Annual review required

Date for review of assessment:

Appendix 4: Working from Home – Health & Safety Guidance

Outlined below is some Health and Safety guidance that we have put together which helps you, if you decided to work from home.

Your work area

Try to set aside an area which is separate from the rest of the living space. You need to be able to work without disruption from home matters.

If you work with information that is confidential, make sure that you don’t leave document lying around.

Space

Make sure you have enough room to work safely. If you work at a desk, the desk area should be large enough for your work and any equipment you use, such as a laptop, phone, desk supplies and work materials.

Storage

Make sure you have enough cupboards and shelves to store the materials and equipment you need for the job. Organise your work space so that items you use often are near to hand.

Lighting

Your work area should have good lighting for general use. Position yourself by a window for natural light if possible, but avoid glare from sun light. Don’t work under the stairs.

Ventilation and Temperature

The room should be a comfortable temperature and have suitable ventilation.

Equipment

There should be enough sockets nearby for any electrical equipment you need to use. If you need a phone for your work, make sure that you can get to it easily. Don’t leave trailing wires exposed.

Make sure that work materials / equipment are not a danger to children, animals or other members of your household

You are not alone

Working from home can make you feel isolated. Remember that you are part of a team.

• Communicate with your manager and colleagues regularly by phone or e-mail.

• Visit your workplace for meetings and training sessions when you can

EQUALITY IMPACT ASSESSMENT TEMPLATE: Stage 1: ‘Screening’

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

Working Remotely and Home as Base Policy

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

Policy provides guidance to employees who are permitted to work from home

Project/Policy Manager: Head of Health, Safety and Compliance

Date: October 2023

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.

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”?

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.

Neutral

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?

N/A

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?

N/A

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?

N/A

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.

N/A

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