Equality, diversity and inclusion policy

1.1 At Oxford Brookes University we value and celebrate diversity, and strive to create an inclusive, open and supportive culture, where each member of our community feels that they belong.

1.2 In line with our responsibilities under the Equality Act 2010, we are committed to the active and positive promotion of equality, diversity and inclusion amongst all members of the University community and in all areas of our work. The Act’s Public Sector Equality Duty (PSED) requires the University to have 'due regard', throughout our functions and across all protected characteristics, to:

1. Ensuring that no unlawful discrimination occurs in the course of the University’s work;
2. Advancing equality of opportunity between people who have a protected characteristic and those who do not;
3. Fostering good relations between people who share a protected characteristic and those who do not.

1.3 The Act affords protection against unfair discrimination on the grounds of the protected characteristics of: age; disability; ethnicity (including race, colour and nationality); gender reassignment; marriage or civil partnership (in relation to employment only); pregnancy or maternity; race (including colour, nationality and ethnic or national origins); religion and belief (including lack of belief); sex; and sexual orientation. 

2.1  The purpose of this policy is to:

1. Affirm the University’s commitment to taking action to change unfair and discriminatory practices wherever they occur, and to taking positive steps to promote equality, diversity and inclusion in all areas of our work;

2. Provide a statement of the principles and standards that will guide our efforts to embed equality, diversity and inclusion in every aspect of University life;

3. Underline the expectation that all members of our community have a shared responsibility to contribute to the creation of a fair, diverse and inclusive culture.

2.2 This policy sits alongside the University’s Equality, Diversity and Inclusion Strategy, which provides an overarching framework for the University’s work to put this policy into practice.

3.1 Our guiding principle of inclusivity reflects our belief that taking positive steps to promote equality, diversity and inclusion benefits everyone, strengthens all aspects of our work and supports us to achieve our vision. When people are able to be themselves and are empowered to participate fully in all areas of university life, we benefit from the full expression of their talent, and from the strengths of a diverse student and staff body. Embedding equality, diversity and inclusion into everything we do:

1. Supports us to attract, nurture and retain talented students and staff from the widest possible pool;

2. Boosts staff retention and productivity, and increases the likelihood of students completing their course and achieving their potential;

3. Helps prepare students for success in a global and interconnected world;

4. Supports and strengthens innovation, critical thinking, problem solving, healthy debate, collaborative working and decision-making by drawing from a wider range of perspectives;

5. Enables the generation of new knowledge and improves the relevance and accuracy of our research.

4.1 This policy statement applies to:

1. All current and prospective members of staff, including temporary staff, affiliates, contracted staff and self-employed consultants, whether remunerated or not. 

2. All students registered for a course at any level and provided in any manner or form by, or which is validated by, the University; or applicants and offer holders for such courses.  

3. All visitors to the University, including external members appointed to University committees; external persons or agencies using the University’s premises, facilities or services; contractors working at the University; individuals and organisations working or acting on the University’s behalf, including suppliers of goods and services; and members of the public participating in University activities.

4.2 The policy applies whenever staff, students or visitors are representing the University, undertaking University business, participating in University activities, or attending University events, regardless of the location, and whether in physical or online environments.

4.3 Students studying through a partnership agreement with another institution may also be subject to the policies and procedures of the partner institution. Details about local practices will be set out in their Partner Handbook.

4.4 Contractors, service partners and other persons working on the University’s premises or on the University’s behalf may also be subject to their employing organisation’s policies and procedures.

4.5 This policy reflects the legislation of and applies to the University’s activities in England, Scotland and Wales. It also applies to the University’s activities in international contexts and should be implemented where appropriate, except where adherence to it would result in contravention of local laws.

5.1 The University is committed to the guiding principle of inclusivity - we take positive steps to create an environment in which we celebrate and value difference, and provide equal opportunity to all. At Oxford Brookes we believe people flourish in a culture of respect and support, where we celebrate differences and thrive on each other’s success. 

5.2 We recognise that equality issues are complex, and that people’s experiences are shaped by many different aspects of their identity. We seek to take an intersectional approach to our equalities work, and also take into account personal circumstances beyond the Equality Act’s protected characteristics, including, but not limited to, parental and caring responsibilities, socio-economic background, experiences of local authority care, contract type and working hours.

5.3 We recognise that historic and structural marginalisation and under-representation contribute to persistent societal disadvantage and inequalities on the basis of identity. Discrimination and disadvantage can take different forms and are not always overt or intended; nevertheless, when they occur, their impact can be profound. We will seek, through all our policies and actions, to take steps to remove discrimination and disadvantage, to accelerate change and to be a genuinely inclusive organisation. 

5.4 We value and celebrate the diversity of our community and seek to foster difference as a strength. We aim to utilise the talents and experiences that each and every individual can bring to the institution and promote greater mutual understanding between groups and individuals who reflect these differences.

5.5 We will take a learning and development approach to equality, diversity and inclusion, and actively seek to understand, challenge and remove the underlying structures, processes and attitudes that can lead to discrimination, exclusion or disempowerment. We will learn from good practice and thought leadership in the higher education sector and beyond, welcome discussion within the community about how we can improve our approach, and learn from feedback from students and staff with lived experience to continually improve our processes and culture.

6.1 Advancing equality of opportunity means removing or reducing the disadvantage that people with protected characteristics face; taking steps to meet the specific needs of people with protected characteristics; and encouraging people with protected characteristics to participate fully in all activities, especially where they are under-represented. The term equity is also commonly used in a similar way to refer to the need to recognise individual needs and remove barriers to participation.

6.2 Discrimination is the unfair treatment of an individual on the basis of one or more of the protected characteristics defined by the Equality Act.

6.3 Equality means ensuring that everyone is treated fairly and has the same opportunities to succeed. It recognises that individuals do not all experience the same starting point or conditions, and that it is sometimes necessary to provide extra support to achieve this. (‘Equality’ is sometimes used to refer to the treatment of everyone in the same way but is not used with this meaning in this policy or in our wider practices.)

6.4 Diversity is about recognising and valuing difference, and creating a culture and practices that embrace difference for the benefit of all.

6.5 Fostering good relations means taking action to reduce prejudice and increase understanding between different groups of people.

6.6 Inclusion refers to an institutional culture in which each member is valued, listened to and supported to participate fully in the life of the University, and in which they feel that they belong.

6.7 Intersectionality recognises the way in which the different aspects of a person’s identity are connected to and affect each other to shape their own, unique experience of inequality and marginalisation.

6.8 Positive action refers to proactive measures that an organisation may choose to take to promote equality of opportunity and remove barriers to participation when they are in connection with a protected characteristic. Positive action, which is lawful under the Equality Act, is different to positive discrimination, which is not.

6.9 Protected characteristics are specific personal attributes defined by the Equality Act, and on the basis of which it is unlawful to discriminate against an individual. They are: age; disability; gender reassignment; marriage or civil partnership; pregnancy or maternity; race (including colour, nationality and ethnicity); religion and belief (including lack of belief); sex; and sexual orientation.

6.10 Reasonable adjustments are measures that are put in place to prevent a disabled person from being at a substantial disadvantage compared to those who are not disabled. It is a requirement, under the Equality Act, to make reasonable adjustments when the University knows, or could reasonably be expected to know, that someone is disabled. Reasonable adjustments are specific to an individual and what is reasonable in one situation may not be reasonable in another.

7.1 We will work to ensure that all of our staff, students and visitors, as well as those who apply to work or study with us, are treated fairly and are not subjected to unlawful discrimination by the University. To this end, we will:

1. Operate fair, open and transparent procedures for the recruitment of staff and students;

2. Provide fair and accessible opportunities for training, promotion and progression for staff;

3. Operate fair and transparent procedures for student assessment and attainment of awards;

4. Provide a safe, supportive and welcoming environment for students, staff and visitors and ensure that all individuals who come into contact with the University are treated with dignity and respect.

7.2 We recognise the profound impact that instances of discrimination and harassment may have, and support each individual’s right to challenge unfair decisions and raise concerns about inappropriate behaviour without fear of reprisal. The University will ensure that any instances of discrimination or harassment are dealt with in accordance with our Anti-Harassment and Discrimination Policy.

7.3 We are committed to providing equality of opportunity for all members of our community. We recognise that equality involves more than simply treating everyone alike, and that some groups and individuals have particular needs, and face systemic and structural barriers to their participation and success. To actively advance equality of opportunity, we will:

1. Seek to attract, recruit and retain staff and students from the widest available pool, and encourage and support each individual in reaching their potential;

2. Take steps to meet the needs of people from protected groups where these are different from the needs of other people, including putting in place reasonable adjustments for disabled staff and students;

3. Provide our student and staff services in ways that ensure equality of opportunity for groups and individuals who approach those services from a position of persistent structural disadvantage;

4. Take action to enable and encourage people from protected groups to participate in all areas of university life where their participation is disproportionately low;

5. Take positive action measures across all our activities to remove barriers and accelerate change, where evidence points to opportunities for effective intervention.

7.4 We are committed to developing a culture of dignity and respect that welcomes debate and celebrates difference, and where relationships between diverse groups and individuals contribute to an inclusive community. To support this, we will:

1. Encourage dialogue, within the university community and through our relationships with others, about the issues that connect and divide individuals and communities, and provide opportunities to learn about difference and identify common ground;
2. Ensure that we understand the lived experience of our students and staff and that these experiences are used to inform our policies and practices;
3. Create a safe environment for staff and students, free from intimidation and harassment;
4. Develop an environment where intellectual engagement and freedom of speech within the law are promoted and protected, and also where good relations are actively encouraged and behaviour that unlawfully infringes the rights of others is not tolerated.

7.5 We will embed equality, diversity and inclusion into everything we do through:

1. Taking action to ensure that all staff, students and visitors are made aware of and have access to this policy statement, understand their responsibilities and know how to raise a complaint, where necessary;

2. Publishing and implementing an institutional Equality, Diversity and Inclusion Strategy;

3. Assessing the impact on equality of our policies, projects, procedures and practices and embedding the use of Equality Impact Assessments;

4. Embedding the systematic consideration of equality, diversity and inclusion into our relationships with others, including through our procurement processes and educational partnership arrangements;

5. Promoting equality, diversity and inclusion through internal and external communications;

6. Ensuring that managers and staff actively engage in equality learning and development appropriate to their role;

7. Ensuring that staff and students are provided with appropriate means to raise any concerns and provide feedback about equality, diversity and inclusion issues.

7.6 Alongside its responsibilities under the Equality Act, the University has duties under the Higher Education (Freedom of Speech) Act 2023 to actively promote the  importance of and secure freedom of speech within the law for students, staff and visiting speakers.

7.7 The University is committed to maintaining an open environment where debate, challenge and dissent are permitted and expected; and where controversial and unpopular ideas may be advanced within the context of legitimate academic debate. Intellectual and academic freedom is fundamental to the University's purpose, values, mission, teaching and research. In many cases these aims will be compatible with and complementary to our equality, diversity and inclusion goals; however, in the event of any conflict between this policy and the University's Code of Practice on Freedom of Speech, the Code of Practice will take precedence.

8.1 The Senior Leadership Team has overall responsibility for the effective operation of this policy and for ensuring compliance with relevant legislation. To support it in its duties it will:

1. Maintain an Equality, Diversity and Inclusion Advisory Group, chaired by the Vice-Chancellor;

2. Receive updates on progress and recommendations for action from the Advisory Group;

3. Require all decisions being brought to the SLT to be informed by equality analysis, and by the completion of an Equality Impact Assessment, where necessary.

8.2 The EDI Advisory Group will:

1. Oversee the development and implementation of an institutional Equality, Diversity and Inclusion Strategy, to provide an overarching framework for the University’s work to put this policy into practice;

2. Oversee the development of the University’s EDI Annual Report and Pay Gap Report, and use these to identify any necessary actions;

3. Provide a forum for the sharing of views and best practice, and ensure that the implementation of this policy is informed by the lived experience of students and staff.

8.3 The EDI Team will:

1. Lead the development, implementation and monitoring of relevant policy and strategy;

2. Identify and advise on priority areas for action, drawing on data and evidence;

3. Advise university bodies on legislation, compliance, emerging trends and other risks, and support the institution to respond to them;

4. Advise, support and empower others to embed inclusive practice in their day-to-day work and behaviours, including through developing guidance, supporting the sharing of good practice and raising awareness of equality themes and issues.

8.4 Managers and leaders must:

1. Model behaviour that is aligned with the principles of this policy;

2. Ensure that those they line manage understand and adhere to this policy, challenging any actions or behaviour that is in conflict with its principles, where necessary;

3. Promote an environment that is free from harassment and discrimination, and where mutual understanding is fostered;

4. Ensure that staff and students know how to report any instances of discrimination, bullying and harassment and can do so without fear of victimisation;

5. Address any concerns raised with them fairly, thoroughly, quickly and confidentially, in accordance with relevant university policies;

6. Ensure that due consideration is given to equality, diversity and inclusion within their own sphere of influence, including in all decision-making, and in promoting equality of opportunity for members of their teams;

7. Understand and address the needs that particular groups, including people with protected characteristics, may have in relation to accessing any services that they provide.

8.5 Teaching staff must:

1. Ensure that their teaching, learning and assessment are accessible and inclusive, and promote equality of opportunity for students from different protected groups;

2. Ensure that curricula, teaching materials, reading lists and examples represent a range of perspectives; 

3. Foster a respectful learning environment, where intellectual engagement and freedom of speech within the law are promoted and protected, and good relations are actively encouraged.

8.6 All staff, students and visitors must, whilst on campus, and in their execution of university business, wherever this may occur:

1. Ensure that they understand this policy and seek guidance if they have any questions;

2. Strive to create a safe, supportive and inclusive environment for others;

3. Challenge harassing or discriminatory behaviour, where it is safe and appropriate to do so;

4. Report unacceptable behaviour in accordance with the University’s policies and procedures.

8.7 Staff engaging contractors and service providers, or inviting visitors onto campus, are responsible for communicating this policy to them.

9.1 We take an evidence-based approach to enhancing equality, diversity and inclusion. To support this, we collect diversity data, which is handled confidentially and securely in accordance with the University’s Data Protection and Privacy Policy, Retention Schedules and the requirements of the General Data Protection Regulation (GDPR).

9.2 We strongly encourage all staff and students to provide their diversity data, which is used to monitor the diversity of our student and staff populations, assess the impact of our policies and practices, understand where inequalities may exist and take action to remove systemic or structural barriers. However, we recognise that individuals may have reasons why they do not wish to do so and disclosure of diversity data is always voluntary. 

9.3 To assess the effectiveness of this policy and our wider work, we will annually collect and analyse data, including, but not limited to:

1. The profile of the staff and student population;

2. Student applications, offers, enrolments, continuation, completion, degree attainment and progression;

3. Recruitment and selection of staff;

4. Outcomes of staff promotions and reward schemes;

5. Complaints, linked to the range of protected characteristics, including harassment and bullying, grievances and disciplinary proceedings for staff and students.

9.4 Where data is shared or reported, it will only be done in ways that maintain confidentiality and do not allow individuals to be identified.

10.1 Any instances of discrimination or harassment should be raised, and will be dealt with, in accordance with our Anti-Harassment and Discrimination Policy.

10.2 Any other concerns in relation to this policy should be raised:

1. Staff: in accordance with the Resolving Grievances at Work Policy;

2. Students: in accordance with the Student Complaints Procedure;

3. Applicants for employment: in writing, to the Chief People Officer;

4. Applicants for study: in writing, to the Head of Admissions;

5. Third party employees: in accordance with their relevant employer’s procedure. Third party employers will co-ordinate with relevant Oxford Brookes teams, such as the contract manager for procured services or the Partnerships team, to ensure that the complaint is dealt with effectively;

6. Self-employed contractors: via their manager or supervisor;

7. Other visitors who do not have an employment relationship with Oxford Brookes: in writing, to a relevant responsible person (e.g. the organiser of an event) or, where this is not discernible, to the Chief People Officer.