Special Leave Policy Equality Screening

S75 Equality And Good Relations Screening Form

General Information

This is a new Policy/ Procedure.

Operational Area: Organisation Wide.

Title: Special Leave Policy.

Brief Summary

This Special Leave Policy has been prepared to ensure equity in the application of taking Special Leave and details entitlements to various types of special leave at Causeway Coast and Glens Borough Council, and requirements for leave arrangements, to ensure that all employees are aware of their rights and responsibilities regarding special leave.

What is it trying to achieve? (intended aims and outcomes)

Special leave entitlements will be provided in line with legislative requirements and any agreements negotiated locally by Council and its recognised trade unions. This policy will give clear guidance in defining, applying for and managing Special Leave.
The policy aims to provide a description of the various types of special leave together with the individual requirements for those wishing to make a particular type of leave application.

Who owns and who implements each element of the function, service, policy, procedure, project, strategy, plan or guidance?

OD/HR own the Policy.

There are varied responsibilities for implementing each part of the policy as detailed below:

The Chief Executive, on behalf of Council, has accountability for the relevant statutory provisions, and carries overall responsibility for ensuring the appropriate processes are in place which adequately and appropriately supports its employees regarding special leave.

Directors are responsible for being accountable to the Chief Executive for the implementation of the detailed aspects of the Council Policy and the equity and consistency of its application.

Line Managers and Heads of Service are responsible for ensuring compliance and fair and consistent application.

Employees are responsible for complying with this policy and procedure by working within the agreed guidance for special leave arrangements.

Other policies etc. which have a bearing on this function, service, policy, procedure, project, strategy, plan or guidance?

Policies:
• Sickness Absence Policy
• Flexible Working Hours Scheme Policy
• TOIL Policy (in draft)
• Terms and Conditions of Employment

Studies, Publications, Statistics and Guidance:
• Northern Ireland Statistics & Research Agency – Census 2021
• NINIS, Census 2021

Available Evidence

It is proposed that all Section 75 categories will be considered via:

• Quantitative evidence has been sourced via the NI Census in 2021 and the Northern Ireland Life and Times Survey 2020.
• Consultation feedback from Council Action Group.
• Policy feedback from internal Senior Leadership, Heads of Service and Management in relation to the process, Trade Unions through the Joint Consultative Negotiation Committee and Councillors regarding the policy.

Employees under this Policy will be from both rural and urban areas throughout the Borough and will be treated consistently.

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.
• Organisational employee statistics have been reviewed and therefore the specific needs of those individuals were also considered during screening.

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: [1]

In terms of religion or religion brought up in the 2011 Census indicates that our resident’s religious beliefs are comparable to those in Northern Ireland in that there are 2 predominant groupings i.e., 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.

[1] Source : Northern Ireland Statistics website: www.nisra.gov.uk census-2021-ms-b23.xlsx (live.com)
Crown copyright material is reproduced with the permission of the Controller of HMSO.

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)3:

Racial Group

On Census Day 21 March 2021 the resident population was: 4

Individuals will have the ability to manage their own special leave arrangements in line with their religious or cultural beliefs.

Council will put in place alternative formats, translation of documentation or an interpreter if required to mitigate where there is a minor impact on racial groups where English is not the individual’s first language.

Managers involved in the special leave process will receive Equality and Diversity training, and Council will consider any suggestions for additional training as requested.

There is no evidence to indicate that this policy will have an adverse effect on any particular racial group.

Age

Age: (NISRA Census 2021 – Table MS-A02)[1]

This Policy will be applied consistently across all age groups. There is no evidence to indicate that this policy will have an adverse effect on any particular age group when applied as it is based on individual booking of leave.

To support the various age groups information on the process will be circulated through a variety of methods: council website; staff portal, internal emails, various Council noticeboards and through management. Support will be provided for recruitment and selection processes where required, including ICT support for application forms, and application and interview skills training.

[1] Source : Northern Ireland Statistics website: www.nisra.gov.uk census-2021-ms-a02.xlsx (live.com)
Crown copyright material is reproduced with the permission of the Controller of HMSO.

Marital Status

Marital Status:

Marital status by former legacy Council area (most recent figures available from Census 2011):

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[1] (2021) provides the following information on the sexual orientation of people in Northern Ireland (this information is not available at local government level):

In addition, the NI Rainbow Project estimates between 6-10% of any given population could be considered as LGBT.

The policy does not adversely impact anyone regardless of their sexual orientation.

[1] Northern Ireland Life and Times Survey (NILT), Queen’s University Belfast and the Ulster University ww.ark.ac.uk/nilt Northern Ireland Life and Times Survey: 2021 (ark.ac.uk).

Gender

(Census 2021 – Table MS-A07) [1]

The policy does not adversely impact anyone regardless of their gender.

All Council workers involved in the process will receive equality and diversity training. Council will take into consideration any suggestions for additional training and education.

[1] Source : Northern Ireland Statistics website: www.nisra.gov.uk census-2021-ms-a07.xlsx (live.com)
Crown copyright material is reproduced with the permission of the Controller of HMSO.

Dependents

The Census information in 2011 & 2021 showed:

People With or Without Dependants

(Census 2021 – Table MS-B12):

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):

Source: NINIS, Census 2011, KS302NI

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%

Notes:

‘Communication difficulty’ means a difficulty with speaking or making yourself understood.

‘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.

‘An emotional, psychological or mental health condition’ includes conditions such as depression or schizophrenia.

‘Shortness of breath or difficulty breathing’ includes conditions such as asthma.

‘A chronic illness’ includes illnesses such as cancer, HIV, diabetes, heart disease or epilepsy.

‘Long-term’ refers to a condition which has lasted, or is expected to last, at least 12 months.

There is no evidence to indicate that this policy will have an adverse impact on those with a disability as it is recognised that special leave bookings can be determined by the individual.

In circumstances where an individual’s disability may be relevant, for example in booking special leave in line with medical arrangements, suitability will be evaluated accordingly based on individual circumstances. All reasonable adjustments will be accommodated where possible and in line with relevant legislation. Where appropriate, the individual employee may be referred for Occupational Health support and assessment.

Council will put in place alternative formats, translation of documentation, easy read/pictorial information, interpreters, or provide information in advance of meetings if required to mitigate where there is a minor impact on communication with individuals.

Screening Questions (1)

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 Neutral impact
Men Neutral impact
Transgender men/women Neutral impact
Other please specify Neutral impact

Reason: Agreed Policy will be applied consistently across the organisation. It is believed that it will have a neutral impact on all genders as all employees will be provided with the same special leave arrangements.

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 Neutral impact
Black Neutral impact
Chinese Neutral impact
Mixed race Neutral impact
Other please specify Neutral impact

Reason: Agreed Policy will be applied consistently across the organisation.

Disability
Long term health impairment could include mental health problems, asthma, heart conditions, chronic fatigue etc.

Neutral impact

Reason: Agreed Policy will be applied consistently across the organisation.

Sexual orientation

Heterosexual, lesbian, gay men, bisexual, others

Neutral impact

Reason: Agreed Policy will be applied consistently across the organisation.

Age

Older People Neutral impact
Younger people and children Neutral impact

Reason: Agreed Policy will be applied consistently across the organisation.

Political Opinion

Neutral impact

Reason: Agreed Policy will be applied consistently across the organisation.

Religious Belief

Neutral impact

Reason: Agreed Policy will be applied consistently across the organisation.

Martial Status

Neutral impact

Reason: Agreed Policy will be applied consistently across the organisation.

Dependants

Neutral impact

Reason: Agreed Policy will be applied consistently across the organisation.

Screening Questions (2)

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)

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.

Section 75 Category: Political Opinion
Level of impact: The policy has no impact on people of different political opinion.

Section 75 Category: Racial Group
Level of impact: The policy has no impact on people of different racial groupings

Screening Questions (4)

4. Are there opportunities to better promote good relations between people of different religious belief, political opinion or racial group?

Religious Belief: No specific opportunity to better promote good relations for people of different religious beliefs.

Political Opinion: No specific opportunity to better promote good relations for people of different political opinions.

Racial Group: 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.

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.

Please give further information and examples:

N/A.

Screening Decision

Likely Impact: None.

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:
N/A.

If the decision is not to conduct an equality impact assessment (i.e. likely impact = None), please provide details of the reasons for this:

Through the process of developing the policy and the screening process we have not identified any equality issues that require further consideration.

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?

No.

If YES, give the reasons to support your decision, together with the proposed changes/amendments or alternative policy:

N/A.

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:

The Council will keep this Policy under review as required and may make any changes in line with legislation, and in consultation with trade unions.

Approval And Authorisation

Screened By: HR Business Partner Org Development, 02 April 2025

Approved By: Head of Organisation Development and Human Resources, 24 April 2025