Policy for the utilisation of the time recording system Equality Screening
S75 Equality And Good Relations Screening Form
General Information: Policy/ Procedure
This is a new policy.
Operational Area: Organisation Wide
Title: Policy for the utilisation of the time recording system
Brief Summary:
Council has been operating a single electronic integrated system since 2018 for the use of time recording and inputting of absences. At this time a Flexible Working Hours Scheme was introduced.
Following an internal audit report on the time recording system in July 2022, it was recommended that:
a. The Council devise and implement an overall comprehensive procedure for:
i. attendance and time recording processes.
ii. utilisation of the ESS application.
iii. the management, monitoring and reporting of attendances and time recording for all users within the limits of the Flexible Working Hours Scheme.
iv. Clearly defining roles and responsibilities for relevant personnel.
b. Manual timesheets are matched and reconciled with the electronic time recording records.
What is it trying to achieve? (intended aims and outcomes)
Stage 1
Identify and comply with the internal audit report recommendations.
Stage 2
Devise and implement an overall comprehensive procedure.
Who owns and who implements each element of the function, service, policy, procedure, project, strategy, plan or guidance?
Own
- Organisational Development / Human Resources Department.
Implement
- All users.
- All line managers.
- SMT.
- Directors / Heads of Service.
- OD/HR.
Other policies etc. which have a bearing on this function, service, policy, procedure, project, strategy, plan or guidance?
- Toil Policy.
- Flexible Working Hours Scheme.
- Sickness Absence Policy and Procedures.
- Annual Leave Policy.
- Maternity/Paternity/Adoption Policy.
- Family Friendly Policy.
- Disciplinary Policy.
- Agile Working Policy.
- Special Leave Policy.
- Career Break Policy.
- Secondment Policy.
- Code of Conduct.
- Anti-Fraud, Bribery and Corruption Policy.
- GDRP Compliant.
- Working Time Regulation.
Available Evidence
Evidence to help inform the screening process may take many forms. Public authorities should ensure that their screening decision is informed by relevant data.
What evidence/information (both qualitative and quantitative have you gathered to inform this function, service, policy, procedure, project, strategy, plan or guidance? Specify details for relevant Section 75 categories.
1. Quantitative evidence (where held) will be extracted from the current Employee data system relating to Section 75 categories.
Organisation Employee Statistics Number
Number of Employees 605
Male 335
Female 270
Disability 14
Age <30 21
Age 30-49 262
Over 50 322
Section 75 Category
Details of Evidence/Information:
- Mid-year 2020 NISRA statistics detailed the usual resident population of Causeway Coast & Glens Local Government District to be 144,900 accounting for 7.6% of the N.I. total. Statistical information with regards to the districts makeup and individuals therein was also reviewed.
- It is also clear that the majority of our borough is rural in composition and therefore the specific needs of those individuals must be considered during screening.
Religious Beliefs
The 2021 Census outlined:
Religion / religion brought up in:
Census 2021 CC&G Borough Council Northern Ireland
Roman Catholic 40.12% 45.70%
Protestant & Other Christian
(including Christian related) 51.17% 43.48%
Other Religions 0.78% 1.50%
None/Not stated 7.94% 9.32%
Staff breakdown by Religious Belief / Community Background (Figures as at 21 October 2022)
Religious Belief / Community Background Gender Number of Staff
Roman Catholic Male 119 (19.67%)
Female 126 (20.82%)
Protestant Male 199 (32.89%)
Female 128 (21.16%)
Non-Determined Male 17 (2.81%)
Female 16 (2.65%)
Total 605
In terms of religion or religion brought up in the 2021 Census indicates that our resident’s religious beliefs are comparable to those in Northern Ireland in that there are 2 predominant groupings ie Roman Catholic and Protestant. However, we also have a number of individuals (5.64%) who do not practice a specific religion or who do not wish to be grouped into a specific religion. In addition, we have a small number of individuals who practice other religions.
This process will have a positive impact on this section 75 category as it applies to all users to include employees/agency workers/USEL and secondees.
Political Opinion
The Northern Ireland Life and Times Survey (2021) provides the following information on the political parties people in Northern Ireland feel closest to (this information is not available at local government level) :
%
DUP/Democratic Unionist Party 12
Sinn Féin 13
Ulster Unionist Party (UUP) 13
Social Democratic and Labour Party (SDLP) 13
Alliance Party 19
Green Party 5
Other Party 4
None of these 11
Other answer 1
Don't know 9
This policy will have a positive impact on this section 75 category as it applies to all users to include employees/agency workers/USEL and secondees.
Racial Group
On Census Day 21 March 2021 the resident population was:
Census 2021 CC&G Borough Council Northern Ireland
White 98.55% 96.55%
Irish Traveller 0.03% 0.14%
Roma 0.01% 0.08%
Indian 0.15% 0.52%
Chinese 0.22% 0.50%
Filipino 0.10% 0.23%
Pakistani 0.03% 0.08%
Arab 0.03% 0.10%
Other Asian 0.10% 0.28%
Black African 0.12% 0.42%
Black Other 0.04% 0.16%
Mixed 0.51% 0.76%
Other ethnicities 0.11% 0.19%
Staff breakdown by Racial Group / Ethnic Origin (Figures as at 21 October 2022)
Racial Group / Ethnic Origin Number of Staff
Mixed Ethnic Group 1 (0.16%)
Other 2 (0.33%)
White / White European 546 (90.25%)
Unknown 56 (9.26%)
Total 605
This policy will have a positive impact on this section 75 category as it applies to all users to include employees/agency workers/USEL and secondees.
This policy can be provided in alternative languages, is screen reader compliant and the use of a translation tool is available via the council website.
Age
Age: (NISRA Census 2021 – Table MS-A02)
CC&G Borough Council Northern Ireland
0-4 years 7,973 (5.62%) 113,820 (5.98%)
5-9 years 8,878 (6.26%) 124,475 (6.54%)
10-14 years 9,113 (6.43%) 126,918 (6.67%)
15-19 years 8,326 (5.87%) 113,203 (5.95%)
20-24 years 7,873 (5.55%) 111,386 (5.85%)
25-29 years 7,713 (5.44%) 116,409 (6.12%)
30-34 years 8,460 (5.97%) 126,050 (6.62%)
35-39 years 8,528 (6.02%) 127,313 (6.69%)
40-44 years 8,513 (6.01%) 122,163 (6.42%)
45-49 years 9,322 (6.58%) 121,670 (6.39%)
50-54 years 10,412 (7.35%) 130,967 (6.88%)
55-59 years 10,150 (7.16%) 129,276 (6.79%)
60-64 years 9,171 (6.47%) 113,049 (5.94%)
65-69 years 7,769 (5.48%) 93,464 (4.91%)
70-74 years 6,990 (4.93%) 83,467 (4.39%)
75-79 years 5,659 (3.99%) 66,377 (3.49%)
80-84 years 3,718 (2.62%) 43,776 (2.30%)
85-89 years 2,126 (1.50%) 25,879 (1.36%)
90+ years 1,051 (0.74%) 13,512 (0.71%)
TOTAL Population 141,745 1,903,174
Staff breakdown by Age (Figures as at 21 October 2022)
Age Group Number of staff
22-29 21 (3.47%)
30-34 28 (4.63%)
35-39 64 (10.58%)
40-44 71 (11.74%)
45-49 99 (16.36%)
50-54 115 (19.01%)
55-59 92 (15.21%)
60-64 88 (14.54%)
65-120 27 (4.46%)
Total 605
This process will have a positive impact on this section 75 category as it has considered the variation in age groups and the difficulties technology may impose on these groups. All users from various age groups use their swipe card to register their working hours.
Research shows that those organizations with an aged workforce maybe prone to presenting difficulties with technology. In Causeway Coast and Glens Borough Council approximately 60% of the workforce is over 50 plus and for this reason we have facilitated the option whereby an allocated nominee can enter absences on their behalf.
Marital Status
Marital status by former legacy Council area (most recent figures available from Census 2011):
Census 2011 Ballymoney BC Coleraine BC Limavady BC Moyle DC
Single 32.68% 34.78% 36.64% 34.96%
Married 52.52% 48.88% 48.94% 49.03%
Civil Partnership 0.07% 0.06% 0.08% 0.08%
Separated 3.13% 3.15% 3.58% 3.66%
Divorced/Civil
Partnership Dissolved 5.23% 6.13% 4.99% 5.11%
Widowed/Surviving
Civil Partner 6.39% 7.00% 5.78% 7.15%
Staff breakdown by Marital Status (Figures as at 21 October 2022)
Marital Status Number of staff
Unknown 60 (9.92%)
Married \ Civil Partnership 336 (55.54%)
Divorced 12 (1.98%)
Other 19 (3.14%)
Separated 12 (1.98%)
Single 164 (27.11%)
Widowed 2 (0.33%)
Total 605
This policy will have a positive impact on this section 75 category as it applies to all users regardless of Marital Status.
Sexual Orientation
There are no specific figures available on how many people may be Gay, Lesbian, Bi-sexual or Trans-gender or Trans-sexual (LGBT) specific to the Council area.
The Northern Ireland Life and Times Survey (2021) provides the following information on the sexual orientation of people in Northern Ireland (this information is not available at local government level):
%
I am ‘gay’ or ‘lesbian’ (homosexual) 2
I am heterosexual or ‘straight’ 93
I am bi-sexual 4
Other 0
In addition, the NI Rainbow Project estimates between 6-10% of any given population could be considered as LGBT.
This policy will have a positive impact on this section 75 category as it applies to all users regardless of Sexual Orientation.
Men and Women Generally Gender:
(Census 2021 – Table MS-A07)
CC&G Borough Council Northern Ireland
Male 69,848 (49.28%) 936,132 (49.19%)
Female 71,898 (50.72%) 967,043 (50.81%)
Staff breakdown by Gender (Figures as at 21 October 2022)
Gender Number of staff
Male 335 (55.38%)
Female 270 (44.62%)
Total 605
This policy will have a positive impact on this section 75 category as it applies to all users regardless of gender.
Dependants
The Census information in 2011 & 2021 showed:
People With or Without Dependents (Census 2021 – Table MS-B12):
Census CC&G Borough Council Northern Ireland
Number of households
(2021 stats) 57,576 768,810
Households with
dependent children
(2011 stats) 15,597 (28.37%) 261,251 (36.19%)
Staff Family Status (Figures as at 21 October 2022)
Family Status Number of staff
Blank 298 (49.26%)
Adults(s) 11 (1.82%)
Child/Children 157 (25.95%)
None 138 (22.81%)
Other 1 (0.16%)
Total 605
Disability
People with a Disability/People Without:
People with a long-term condition/illness by former legacy Council area (most recent figures available from Census 2011):
Census 2011 Ballymoney BC Coleraine BC Limavady BC Moyle DC
People with a long term
condition/illness 30.6% 31.31% 31.05% 31.68%
People Without 69.4% 68.69% 68.95% 68.32%
Causeway Coast and Glens Borough Council Long Term Condition:
Mobility or dexterity 19%
Long term pain or discomfort 17%
Shortness of breath or difficulty breathing 14%
A chronic illness 11%
Deafness or partial hearing loss 9%
An emotional, psychological or mental health condition 9%
Other condition 9%
A learning, intellectual or social behaviour difficulty 3%
Frequent periods of confusion or memory loss 3%
Blindness or partial sight 3%
Communication difficulty 3%
Source: NINIS, Census 2011, KS302NI
Notes:
1. ‘Communication difficulty’ means a difficulty with speaking or making yourself understood.
2. ‘A mobility or dexterity difficulty’ means a condition that substantially limits one or more basic physical activities such as walking, climbing stairs, lifting or carrying.
3. ‘An emotional, psychological or mental health condition’ includes conditions such as depression or schizophrenia.
4. ‘Shortness of breath or difficulty breathing’ includes conditions such as asthma.
5. ‘A chronic illness’ includes illnesses such as cancer, HIV, diabetes, heart disease or epilepsy.
6. ‘Long-term’ refers to a condition which has lasted, or is expected to last, at least 12 months.
Staff breakdown by Disability (Figures as at 21 October 2022)
With or Without a Disability Number of staff
No 591 (97.69%)
Yes 14 (2.31%)
Total 605
This policy will have a positive impact on this section 75 category as it applies to all users regardless of Disability.
Screening Questions
1. What is the likely impact on equality of opportunity for those affected by this function, service, policy, procedure, project, strategy, plan or guidance?
Section 75 Category - Positive impact (it could benefit) Neutral Negative impact (it could disadvantage)
Gender
Women, Men, Transgender men/women, Other: Positive impact. Applies to all users regardless of gender.
Race The categories used in the Race section are those used in the 2011 census. Consideration should be given to the needs of specific communities within the broad categories.
Asian, Black, Chinese, Mixed race, Other: Positive impact. Applies to all users regardless of race.
Disability Long term health impairment could include mental health problems, asthma, heart conditions, chronic fatigue etc.
Positive impact. Applies to all users regardless of disability.
Sexual orientation Heterosexual, lesbian, gay men, bisexual, others
Positive impact. Applies to all users regardless of sexual orientation.
Age Older People / Younger people and children
Positive impact. Applies to all users regardless of age, however as Council has an aging workforce we have in place alternative options for inputting absences.
Political Opinion
Positive impact. Applies to all users regardless of political opinion.
Religious Belief
Positive impact. Applies to all users regardless of religious belief.
Martial Status
Positive impact. Applies to all users regardless of marital status.
Dependants
Positive impact. Applies to all users regardless of dependents.
Screening Questions
2. Are there opportunities to better promote equality of opportunity for people within any of the Section 75 categories?
Gender (Women, Men, Transgender men/women , Other please specify)
No specific opportunity to better promote equality of opportunity for people within the section 75 equality categories has been identified.
Race The categories used in the Race section are those used in the 2011 census. Consideration should be given to the needs of specific communities within the broad categories.
(Asian, Black, Chinese, Mixed race, White, Other please specify)
No specific opportunity to better promote equality of opportunity for people within the section 75 equality categories has been identified.
Disability Long term health impairment could include mental health problems, asthma, heart conditions, chronic fatigue etc.
No specific opportunity to better promote equality of opportunity for people within the section 75 equality categories has been identified.
Sexual orientation Heterosexual, lesbian, gay men, bisexual, others
No specific opportunity to better promote equality of opportunity for people within the section 75 equality categories has been identified.
Age Older People, Younger people and children
No specific opportunity to better promote equality of opportunity for people within the section 75 equality categories has been identified.
Political Opinion
No specific opportunity to better promote equality of opportunity for people within the section 75 equality categories has been identified.
Religious Belief
No specific opportunity to better promote equality of opportunity for people within the section 75 equality categories has been identified.
Marital Status
No specific opportunity to better promote equality of opportunity for people within the section 75 equality categories has been identified.
Dependants
No specific opportunity to better promote equality of opportunity for people within the section 75 equality categories has been identified.
Screening Questions
3. To what extent is the policy likely to impact on good relations between people of different religious belief, political opinion or racial group?
Section 75 Category: Religious Belief
Level of impact: The policy has no impact on people of different religious belief. None
Section 75 Category: Political Opinion
Level of impact: The policy has no impact on people of different political opinion. None
Section 75 Category: Racial Group
Level of impact: The policy has no impact on people of different racial groups. None
Screening Questions
4. Are there opportunities to better promote good relations between people of different religious belief, political opinion or racial group?
Religious Belief: No. No specific opportunity to better promote good relations for people of different religious beliefs.
Political Opinion: No. No specific opportunity to better promote good relations for people of different political opinions.
Racial Group: No. No specific opportunity to better promote good relations for people of different racial groups.
Additional Considerations
Generally speaking people can fall into more than one Section 75 category. Taking this into consideration, are there any potential impacts of the function, service, policy, procedure, project, strategy, plan or guidance on people with multiple identities? (For example: disabled minority ethnic people, disabled women, young Protestant men, young lesbians, gay and bisexual people.)
No known potential impact at moment but if identified Causeway Coast & Glens Council will review at that time.
Provide details of data on the impact of the function, service, policy, procedure, project, strategy, plan or guidance on people with multiple identities. Specify the relevant Section 75 categories concerned.
N/A
Disability Considerations
Is there an opportunity to better promote positive attitudes towards disabled people by altering this function, service, policy, procedure, project, strategy, plan or guidance?
No
Is there an opportunity to encourage participation by disabled people in public life by altering this function, service, policy, procedure, project, strategy, plan or guidance?
No
Screening Decision
Likely Impact: Minor
If the decision is to subject the policy to an equality impact assessment (i.e. likely impact – Major), please provide details of the reasons for this:
N/A
If the decision is not to conduct an equality impact assessment (i.e. likely impact = Minor) the Council should consider if the policy should be mitigated or an alternative policy be introduced:
Agreed process to assist all employees in the case of an age group who may have difficulties with technology and have facilitated the option whereby an allocated nominee can enter absences on their behalf. Through the development and screening process we have not identified any signifcant issues that require consideration.
If the decision is not to conduct an equality impact assessment (i.e. likely impact = None), please provide details of the reasons for this:
N/A
Mitigation
When the Council concludes that the likely impact is ‘Minor’ and an equality impact assessment is not to be conducted, the Council may consider mitigation to lessen the severity of any equality impact, or the introduction of an alternative policy to better promote equality of opportunity or good relations.
Can the policy/decision be amended or changed or an alternative policy introduced to better promote equality of opportunity and/or good relations?
Yes
If YES, give the reasons to support your decision, together with the proposed changes/amendments or alternative policy:
Agreed process to assist all employees in the case of an age group who may have difficulties with technology and have facilitated the option whereby an allocated nominee can enter absences on their behalf.
Through the development and screening process we have not identified any further significant issues that require consideration at this time, although the review process would support the inclusion of any presently unknown future issues.
Timetabling And Prioritising
If the policy/decision has been ‘screened in’ for equality impact assessment, then please answer the following questions to determine its priority for timetabling the equality impact assessment.
On a scale of 1 to 3, with 1 being the lowest priority and 3 the highest, assess the policy in terms of its priority for equality impact assessment.
Priority Criterion Rating (1 to 3)
Effect on equality of opportunity and good relations N/A
Social Need N/A
Effect on people’s daily lives N/A
Relevance to the Council’s functions N/A
Monitoring
Please outline proposals for future monitoring of the policy/decision:
We will monitor the process after 1st year of implementation and review the process thereafter every two years in line with Section 75 duties. The Council may make changes in line with legislation and consultation with trade unions