Pilot Workstyles Policy

The Council has a statutory duty to screen. This includes our strategies, plans, policies, legislative developments; and new ways of working such as the introduction, change or end of an existing service, grant funding arrangement or facility. This screening template is designed to help departments consider the likely equality impacts of their proposed decisions on different groups of customers, service users, staff and visitors.    

Before carrying out an equality screening exercise it is important that you have received the necessary training first. To find out about the training needed or any other queries on screening, contact the Equality and Diversity Officer, Lorraine Dennis on extension 6027or Lisa McKee on extension 8310 or by email equality@belfastcity.gov.uk

The accompanying Screening Guidance note provides straightforward advice on how to carry out equality screening exercises.  Detailed information about the Section 75 equality duties and what they mean in practice is available on the Equality Commission’s website.

The screening template has 4 sections to complete. These are:

• Section A - provides details about the policy / decision that is being screened
• Section B - gives information on the consultation process, supporting evidence gathered and has 4 key questions outlining the likely impacts on all equality groups.
• Section C - has 4 key questions in relation to obligations under the Disability Discrimination Order
• Section D - is the formal record of the screening decision.

Section A

Details about the policy / decision to be screened

1. Title of policy / decision to be screened:-

Pilot Workstyles Policy

2. Brief description of policy / decision to be screened:-

(Explain - Is this a new, revised or existing policy?  Are there financial / legislative / procurement implications?)

The COVID-19 pandemic has resulted in a considerable shift in the mindset and cultural norms for organisations and its employees.  The council is no exception and recognises the importance of developing modern working practices to support its employees and to attract new talent into the organisation. 

Benchmarking and evolving best practice suggest that a hybrid approach to working is beneficial for employees and the organisation. A staff and line manager survey, carried out with BCC staff in June 2021, indicated a desire by employees to be able to continue with remote working, in some shape or form, and not simply to revert to full office working as had been the case pre-pandemic.  

The strategic position agreed is that individuals should work approximately 60 per cent in the workplace. Therefore, individuals who work five days each week can work remotely two days each week (40 per cent).  Other working arrangements will be calculated on a pro rata basis and further guidance in respect of this together with worked examples is set out in the guidance for employees and line managers and in the FAQ document.

The implementation of the policy will not detract from an employee’s statutory entitlement to apply for any other flexible working arrangements.  This is explicitly stated in the policy and all such requests will be considered in accordance with what is set out in the Council’s Worklife Balance Handbook.

The pilot policy has been subject to review by subject matter experts, such as Legal Services, Information Governance, Digital Services and Insurance Services.

In December 2022 the council’s Joint Negotiating and Consultative Committee agreed the pilot policy.  It was presented to CMT thereafter (11 January), to SP&R Committee on 20 January and ratified by Council on 1 February 2023.

3. Aims and objectives of the policy / decision to be screened:-

(What is the policy trying to achieve?)

The aim of the pilot policy is to create a more agile, responsive, effective, and efficient organisation which advances business performance, increases customer satisfaction, and improves the health, wellbeing, and diversity of its staff. It is expected that the introduction of modern working practices such as this will enable individuals to maximise their work performance while maintaining a positive work-life balance. 

It is also recognised that increased flexibility in respect of an individual’s workstyle can assist with staff retention, in attracting new talent and in contributing to the council’s overall strategic objectives.

4. On whom will the policy / decision impact?

Consider the internal and external impacts (both actual or potential) and explain:-

Staff: YES 

Service users: YES/NO

Other public sector organisations: YES/NO

Voluntary / community groups / trade unions: YES/NO

Others, specify: YES/NO

Section B

Information on the consultation process, supporting evidence gathered and has 4 key questions outlining the likely impacts for equality and good relations

5. Are there linkages to other Agencies/Departments?

No

6. Outline consultation process planned or achieved

The pilot policy has been subject to significant consultation.  In November 2021 a joint management and trade union working group was established to review all BCC services to support a return to the office for office-based staff who had been working remotely during the pandemic.  The second stage of the work of the working group was to consider the council’s future operating model, as part of the council’s overall recovery plan

In September 2022, CMT agreed its strategic position for office-based staff attending the workplace and determined that individuals should work approximately 60 per cent of their working week in the workplace and 40 per cent remotely. 

Between September and November 2022, the joint management and TU working group carried out benchmarking with other local authorities in NI and GB, conducted research on the most appropriate model for BCC and developed a draft Pilot Workstyles Policy.  The draft policy was subject to consultation with management and TU side via the council’s Joint Negotiating and Consultative Committee.  Following consultation, agreement was reached, and it was formally agreed at full JNCC on 15 December 2022 and CMT on 11 January 2023.  The policy was presented to SP&R Committee on 20 January and ratified by Council on 1 February.

The consultation process was carried out in accordance with the Council’s agreed Industrial Relations framework.

7. Available evidence

What evidence / information (both qualitative and quantitative) have you gathered to inform this policy?  Set out all evidence below to help inform your screening assessment.

It is important to record information gathered from a variety of sources such as: monitoring information; complaints; research surveys; consultation exercises from other public authorities.

8. What is the likely impact (indicate if the policy impact is positive or negative) on equality of opportunity for those affected by this policy, for each of the Section 75 equality categories?  What is the level of impact?

9. Are there opportunities to better promote equality of opportunity for people within the Section 75 equalities categories?

10. To what extent is the policy likely to impact (positive or negatively) on good relations between people of different religious belief, political opinion or racial group? What is the level of impact? 

Section C

Belfast City Council also has legislative obligations to meet under the Disability Discrimination Order and Questions 12-13 relate to these two areas.

Consideration of Disability Duties

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

12. Does this proposed policy / decision provide an opportunity for the Council to better promote positive attitudes towards disabled people?

Explain your assessment in full

N/A

13. Does this proposed policy / decision provide an opportunity to actively increase the participation by disabled people in public life?

Explain your assessment in full

N/A

14. Multiple Identities

Provide details of data on the impact of the policy with multiple identities

N/A

15. Monitoring Arrangements

Section 75 places a requirement the Council to have equality monitoring arrangements in place in order to assess the impact of policies and services etc; and to help identify barriers to fair participation and to better promote equality of opportunity. 

Outline what data you will collect in the future in order to monitor the impact of this policy / decision on equality, good relations and disability duties.

Section D

Formal Record of Screening Decision

Title of Proposed Policy / Decision being screened

Pilot Workstyles Policy

I can confirm that the proposed policy / decision has been screened for –

• Equality of opportunity and good relations
• Disabilities duties

On the basis of the answers to the screening questions, I recommend that this policy / decision is:

* Screened Out - Mitigating Actions (minor impacts)

• Provide a brief note here to explain how this decision was reached:
• Explain what mitigating actions and / or policy changes will now be introduced:

In advance of the 1 April implementation date, the pilot policy will be communicated to all staff in BCC.  It will be issued to Directors for onwards cascade and to the Trade Union Coordinators and to staff directly via Interlink.  It will be supported by guidance for line managers and employees, including the process for identifying a workstyle, and a ‘Frequently Asked Questions’ document. The policy, along with the supporting documentation will be published and available on Interlink after February’s JNCC. Hard copy and other formats of the policy will be made available to individuals on request.  It is an inclusive policy and applies equally to every employee of BCC regardless of an individual’s religious belief, political opinion, racial group, age, marital status or sexual orientation, gender, disability or whether or not they have dependents.

The policy will be implemented on the basis of an 18-month pilot and reviewed on a six-monthly basis throughout. An implementation and review plan, which will include performance measures, review outcomes etc. will be developed. 

Screening assessment completed by (Officer level) -

Name: Andrea Anderson

Department: Human Resources

Date: 2 February 2023

Screening decision approved by -

Name: Christine Sheridan

Department: Human Resources

Date:  2 February 2023

Save the final version of the completed screening form and forward to the Equality and Diversity Officer – equality@belfastcity.gov.uk.  The screening form will be placed on the BCC website and a link provided to the Council’s Section 75 consultees.

For more information about equality screening contact –

Lorraine Dennis

Equality and Diversity Officer

Belfast City Council

City Hall

Belfast

BT1 5GS

Telephone: 028 9027 0511

equality@belfastcity.gov.uk

More information

 http://www.equalityni.org/archive/pdf/S75GuideforPublicAuthoritiesApril2010.pdf (link opens in new window)