Report to SGC - APPENDIX 2 Positive Action Review Action ......E. Gerrard 2.1.e As part of equalities agenda explore national organisations and Government funded organisations to shape

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Report to SGC - APPENDIX 2 Positive Action Review Action Plan Report

22nd March, 2016 CONTENTS Section 1(a): - Summary of Milestones carried over from Quarter 1 & 2 Section 1(b): - Updates on Milestones carried over from Quarter 1 & 2 Section 2(a): - Summary of Milestones for Quarter 3 Section 2(b): - Updates on Milestones for Quarter 3 Section 3(a): - Summary of Milestones for Quarter 4 Section 3(b):- Milestones for forthcoming Quarter 4

Agenda Item 9 (d)

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Section 1(a): Summary of Milestones carried over from Quarter 1 & 2

37 Milestones carried over from Quarter 1 & 2

3 actions now complete

29 actions are ongoing/underway

5 actions not yet underway

Section 1(b): Updates on Milestones carried over from Quarter 1 & 2

GREEN means this action is complete.

AMBER means this action is underway or has been identified as an action that will flow into the next quarter.

RED means this action is not yet underway or no updated submitted.

2. Leadership & Culture

Lead Action Q3 Comments RAG RAG Status Comments

A. Clark 2.1.a Leadership from the Board and Strategic Leadership Team on the organisation’s overarching commitment to equality as set out in the SFRS Mainstreaming and Equality Outcomes Report to ensure these concepts are mainstreamed into all relevant policies and practices through the equality impact assessment process.

Equalities team are currently delivering equality impact assessment training for managers. This will continue to be rolled out. Equality is now a standing agenda item on the Staff Governance Committee agenda and discussed and considered in that forum by Board members.

Ongoing/Underway Q1

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2. Leadership & Culture (continued)


J Miller/A Couselant/P Connelly D Boyle

2.1.b DACOs, HoF and LSOs/AMs and support staff equivalent managers to take responsibility for direct and visible role in promoting and leading activities and work to ensure improvements are achieved and mainstreamed. LSO/HOF to promote this agenda and re-invigorate efforts locally with local contacts and agencies.

East: Included as standing agenda at monthly East SDA Snr management meetings and East SDA monthly FBU/management meetings. All LSOs sighted on need for engagement and will be shared with any new LSOs. North: During this quarter LSOs were reminded at North Area SMG that they should including as a standing item with their teams, outcomes and actions that reflect this topic West: Strategy days for senior staff (formerly LSO Development Days) are being reinvigorated and will seek regular updates on progress from directorates and individuals.

Ongoing/Underway Q1

A. Clark 2.1.c SMG to promote and implement the positive action review action plan and associated actions within the cultural audit action plan.

Both plans have been discussed and progress against actions considered at the SMG meeting. Progress is being made.

Ongoing/Underway Q1

L. Harrison 2.1.d Joint statement to highlight our commitment to equalities and fair practice from Board, SLT and Unions.

The cultural audit and positive action plans are standing agenda items on the SMT and monitored and reported in that forum. Ongoing commitment from Board, SLT & Unions required.

Ongoing/Underway Q1

E. Gerrard 2.1.e As part of equalities agenda explore national organisations and Government funded organisations to shape SFRS approach and policy.

The Diversity Manager has agreed to lead on a cross-Justice sector project considering the strategic elements of addressing under representation in the workforce.

Ongoing/Underway Q1

P.Heath 2.1.f Identify equality champions amongst the managers of the SFRS. Aim to identify from every Directorate at a range of managerial levels to individually and collectively

This will be escalated and discussed at the Feb SMT for concluding.

Ongoing/Underway Q1

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D. Christie 2.1.j Role of Trade Unions is of critical importance. Leadership and commitment from the Trade Unions is required to drive this agenda forward and ensure it is progressed

Update for Q1 & Q2 submitted. Q2 update: Cultural audit action plan have now been placed as a standing agenda items on the monthly FBU/DACO/LSO meetings in the east area. Work is still progressing to have this as a standing agenda item in the other two areas .No update for Q3.

No update for Q3

P. Heath 2.2.d When concerns are highlighted targeted development plans may be used to address concerns &/or development gaps highlighted. HR Managers/Advisors to support locally.

In response to some local issues details are being collated to help inform a development and action plan for improving support for women employees.

Ongoing/Underway Q1

L. Harrison 2.2.e Explore mechanisms/training packages to develop Emotional Intelligence in Leaders and managers to develop constructive cultural/behavioural norms, and propose options based on findings

This work is being reflected through the creation, development of SFRS values framework and supporting materials and also through the themes discussed on the LEAD workshops and into induction. Linked with CA actions 2.1.1, 2.1.2, 2.1.4 & 2.1.7.

Ongoing/Underway Q2

D. Sutherland

2.3 Internal & External comms plan to support action plan. Highlight good news stories, role & contribution of staff from across SFRS e.g. ‘stories to tell’, use of social media

Communication officer starts January 2016 and will support comms objective. Linked to 4.1.3 and 5.2.2 of CA action plan. Will form part of long term comms plan.

Ongoing/Underway Q1

3. Gender Specific Issues


L. Harrison 3.1.a Explore level of interest from SFRS female members of staff in respect to Women’s Networking Group (topical themes, speakers, use of social media, mentoring and coaching opportunities etc).

Research into external networks/approaches to supporting women complete in Q1. Coaching & mentoring identified as mechanism for SFRS to consider at this time. 37 employees expressed interest in SFRS network. Coaching and Mentoring Handbook drafted. Work to progress into Q4.

Ongoing/Underway Q1

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3. Gender Specific Issues (continued)


L. Harrison 3.1.b Liaise with external organisations to determine mentoring/ coaching good practice for women, partnership working opportunities.

NE Learning Collaborative Mentoring Scheme & the Scottish Coaching Collaborative reviewed. Attended Police Scotland's Women's Dev Conf 24 Nov ‘15. Work ongoing to inform SFRS approach.

Ongoing/Underway Q1

D Christie 3.1.c FBU and SFRS commitment to encourage and support women to attend FBU national women’s events. Internal comms plan to support.

Q2 update submitted. SFRS internal comms plan to be considered in Q4 (Action shared with D Sutherland for Q4).

Ongoing/Underway Q2

L. Harrison 3.1.d Send out invites to attend focus groups in order to explore specific challenges and issues which may be effecting women at this time working within SFRS.

Communication article in e-zine published to encourage interest in focus group participation. Low response - under consideration with corporate comms.

Ongoing/Underway Q2

4. Employment Practices and Workplace Arrangements


D. Sutherland

4.1.d Internal comms plan to highlight work underway and update staff in respect to current position, progress and what is already available for women within the workplace.

Purpose and benefits of newsletter updates will form part of the review and long term communication plan to highlight work to staff.

Ongoing/Underway Q1

D. Sutherland

4.2.b Internal & external comms plan to promote SFRS policies e.g. maternity, paternity, flexible working, Code of Conduct, Whistleblowing, disciplinary, grievance procedures that are in place.

Plans created as required to meet communication needs. Will form part of review to be led by new Head of Comms & Engagement (CE).

Ongoing/Underway Q1

P. Heath 4.2.c Legacy exit interview arrangements are in place, however harmonised process to be implemented. Robust process/proforma to be established for exit interviews.

Exit interviews are contained within the managing attendance handbook as required and a simplified and streamline version in progress.

Ongoing/Underway Q1

F. McOmish

4.2.d Review practices such as grievance and discipline processes to capture data for analysis to identify any patterns and trends for action and take action to improve on findings.

Monitor monthly within HR/OD. Standing agenda item at EPF and SGC meetings to review trends and patterns.

Began in Q2, Complete in Q3

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P. Heath 4.2.e Reinforce application of policies through the provision of induction and training programmes, managers briefings, “spotlight on” campaigns and analysis of HROD data.

Development of role induction and supporting development modules and resources on LCMS has begun for Supervisory and Middle Manager roles. Middle Manager Induction courses ran Nov 2015. The LEAD programme will also play a part in spotlighting additional information for middle/strategic managers.

Ongoing/Underway Q1

L. Harrison 4.2.f Scoping exercise to be undertaken to consider effective support mechanisms for all employees including women e.g. Contact Officers, internal/external should they wish to speak in confidence about issues affecting them, seek support etc. The approach identified will also seek to offer support to those who may experience ‘side effects’ of disruption which may be caused whilst changing culture and behavioural norms within SFRS.

Arrangements under consideration. Linked with 3.1.a, 3.1.b & 3.1.d.

Ongoing/Underway Q1

L. Harrison 4.2.g Develop procedure and supporting process document for Dyslexia referrals. Include detail in respect to referrals to IT for requests for equipment to support managers

Procedure and supporting documents under development.

Ongoing/Underway Q1

D. Sutherland

5.1.a Internal & External comms plan to promote SFRS as career for all and position inclusive culture. Aligned with Action 2.3.

Aligned with 2.3 above. Will form part of comms channel review to be lead by new Head of CE.

Ongoing/Underway Q1

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5. Promoting SFRS as career for all. Outreach and recruitment arrangements.


A Couselant/P Connelly/J Miller D Boyle

5.1.b Ongoing liaison with groups/communities throughout Scotland including ME, Disability, LGBT and Stonewall Scotland. LSO/HoF to re-invigorate efforts locally with local contacts and agencies. Agenda should be feed into LSO/HoF Devt Days to promote this action.

East: A sharepoint site has been set up for the East SDA which has a calendar that is being populated with all the diverse activities across the area so that LSO teams and staff can support throughout the year. We are also linking in with our equality and diversity colleagues to ensure we are approaching these activities appropriately. North: uring this quarter LSOs were reminded at North Area SMG that they should including as a standing item with their teams, outcomes and actions that reflect this topic. Consideration to be given to reviewing current working partners through P&P strands, etc. West: Strategy days for senior staff (formerly LSO Development Days) are being reinvigorated and will seek regular updates on progress from directorates and individuals.

Ongoing/Underway Q1

S. Swanney F. Munro

5.2.a Continue with events that are specific to ME communities. Resourcing Team Manager to develop a register and schedule of events to support developing relationship

This will be considered under action 3.1.f which will be progressed in Q4.

Not yet underway Q1

S. Swanney F. Munro

5.3.a Further liaison with LGBT Communities throughout Scotland including LGBT Youth Scotland and Stonewall Scotland.


Not yet underway Q1

S. Swanney F. Munro

5.4.a Review accessibility of MyJobScotland. Discuss with Cosla.

Discussions with Cosla are ongoing to with a view to enhancing current systems.

Ongoing/Underway Q1

D Sutherland

5.4.b Review accessibility of website to maximise compatibility of SFRS website for users with disabilities. Liaise with external disability organisations for advice.

WCAG checker produced report with no major issues. Six concerns identified most of which have been corrected. One item ongoing with schedule to address.

Ongoing/Underway Q1 Started early, was due to start in Q2

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5. Promoting SFRS as career for all. Outreach and recruitment arrangements (continued)


K. Lockhart 5.5.a Highlight fitness aspects of the role and guidance around how to maintain fitness levels at all ages could be explored. Health & Wellbeing pack on website to provide information with regard to fitness aspects of the role, how to maintain, and understand requirements and supports available (external/recruitment).

New Health and Wellbeing Booklet with Graphics for formatting. Scheduled for issues Q4 2015/16

Ongoing/Underway Q1

K. Lockhart 5.5.b Provide advice/guidance to current staff on how to maintain levels of fitness throughout the stages of their career and role Health & Wellbeing have (Internal).

New Health and Wellbeing Booklet with Graphics for formatting. Scheduled for issues Q4 2015/16

Ongoing/Underway Q1

S. Swanney F. Munro

5.6.b Review targeted marketing materials, advertising, positive action measures e.g. information days.

Continues to be reviewed following selection processes and will be ongoing. Business as usual.

Complete Q3

S. Swanney F. Munro

5.6.d Continue to promote posts that can be delivered on a flexible working basis and employee benefits. Highlight SFRS policies e.g. maternity, paternity etc

Flexible working and part time working is included in some adverts and the information pack is subject to review and will include details on SFRS policies as they are agreed.

Complete Q3

S. Swanney F. Munro

5.8.a Collect data to monitor potential adverse impact and inform actions in respect to the different stages of the recruitment process

Development and awareness of the system is ongoing and reporting capabilities. Will continue to review and develop.

Ongoing/Underway Q1

S. Swanney F. Munro

5.9.b Liaise with ‘Disability Officers’ in job centres to make them aware of the various roles within SFRS and vacancies as they occur.

Delayed due to timescales for internal processes being extended.

Not yet underway Q2

S. Swanney F. Munro

5.11.b Scope out support mechanisms/training for managers to ensure concept of positive action fully understood and supported.


Not yet underway Q2

S. Swanney F. Munro

5.12.c Explore how SFRS can brand career opportunities & highlight range of roles within SFRS including WT, RDS, support & control. Internal & External communications plan.

Aligned with action 4.3.b. Initial meeting with Young Scot Feb '16 taken place to consider options for youth engagement. This will form part of conversations which consider SFRS brand.

Ongoing/Underway Q3

D. Sutherland

5.11.a Internal & external communications plan to promote wider understanding of SFRS positive action approach/policy for all protected characteristics both internally and externally. Aligned with Action 2.3.

Aligned with 2.3 above. Will form part of comms channel review to be lead by new Head of CE.

Ongoing/Underway Q1

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D. Sutherland

5.13.a Internal/external comms plan to highlight career/ devt opportunities, raise awareness of wide range of activities within the Ff role & highlight range of roles within SFRS inc. RDS, support, control with input from Resourcing Team. Include points around SFRS efforts, policies & commitment to encourage greater representation - align with Action 2.2.

Visual communications to form part of wider-long term communication plan. Programme and content to be agreed with HR.

Ongoing/Underway Q1

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Section 2(a): Summary of Milestones from Quarter 3

16 Milestones in Quarter 3

4 actions have been reported as complete

8 actions have been reported as underway or ongoing

4 actions have been reported as not yet underway or no update for Q3

Section 2(b): Updates on Milestones for Quarter 3



RED means this action is not yet underway or no update submitted.



P. Heath 2.1.h Develop a suite of equality objectives focused on positive action outcomes that are put forward for line mangers to use as specific objectives for inclusion in other managers performance plans.

This is delayed due to work to consider how we reshape our recruitment, selection and promotion processes. This will commence in Q4 and into Q1 2017/17

Not yet Underway.

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P. Heath 2.2.b Dignity and Integrity at Work Policy and associated handbook to prompt refresher training for all employees;

Discussions still to take place with TED to develop the LCMS module. This will begin to scope out in Q4 but is likely to run over more than one quarter. ‘Professional Behaviours & Equality Module’ currently under devt to support launch of the SFRS policy & raise awareness. Over 4 month schedule all SFRS employees will complete this module, which will be recorded in development records. Local Managers will manage, monitor and enforce. Refresher training provided through LCMS.

Underway/Ongoing Q3



L. Harrison 3.1.g Explore support mechanisms/training for women, and propose options based on findings, in respect to building confidence e.g. how to speak up/challenge and how we can enable and support women to develop specific skills they need to manage challenges they may face.

SFRS Coaching & mentoring prog will consider support mechanisms for all staff groups. Linked with 3.1.a, 3.1.b & 3.1.d. Work will progress into Q4.

Underway/Ongoing Q3

S. Swanney F. Munro

3.1.f Compile a report that provides proposals for how positive action could be used within the SFRS to target and support existing women employees in the lead up to promotion process and encourage participation.

This action will progress in to Q4 to support WT recruitment scheduled for 2016.

Underway/Ongoing Q3



I. Morris 4.1.a Undertake a review of restroom and workplace facilities to determine where further action is required. Report/schedule for review to be provided to SLT.

This project is currently underway and will form part of an overall suitability and condition assessment of all SFRS premises

Ongoing/Underway Q2.

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4. Employment Practices and Workplace Arrangements (continued)


I. Morris 4.1.b Undertake a review of PPE and Uniforms for women. Report/schedule for review to be provided to SLT.

The option for female firekit, PPE & Uniforms has always been available on request and is contractual procurement requirement. Possibly a communication issue. Complete in Q2

Complete Q2

I. Morris 4.1.c Tender processes should include trials by operational female firefighters of variety of sizes to fully evaluate the best fit for purpose garments, fitting of face masks.

This is standard practice to include females during all trials for BA PPE etc. this can be evidenced if required. Possible communication issue.

Complete Q2

I Vincent 4.3.c SFRS review to consider alternative to residential training.

This is now business as usual as this is considered for all TED delivery models. D Lockhart provided update for Q3.

Completed in Q3.



D. Sutherland

5.1.c Develop an events calendar which details dates for a range of events e.g. International Women’s Day, Dyslexia Awareness day etc. Circulate this for SFRS

Events calendar will form part of the long term communication plan aligned with 3.2.3 above.

Ongoing/Underway Q3 Started on Q3

S. Swanney F. Munro

5.6.a Review of SFRS recruitment process completed and now published. Accompanying Recruitment & Selection Handbook will be issued to ensure all managers are supported and trained in application where necessary.

SFRS Recruitment policy reviewed with accompanying handbook for Managers. Aligned with action 2.2.d - in response to local issues details are being collated to help inform a development/action plan.

Complete

S. Swanney F. Munro

5.6.c Review wider SFRS marketing strategy and consider Positive Action Review findings to shape all recruitment in respect to factors which attract different groups e.g. a job that could satisfy ambition, highlight training and support mechanisms.


Not yet underway

S. Swanney F. Munro

5.6.e Scope out requirement for refresher training in respect to interviewing/recruitment and unconscious biases to further support Managers.

This will be considered under action 3.1.f to be progressed in Q4. Also aligned with action 2.2.d - in response to local issues details are being collated to help inform a development/action plan.

Underway/Ongoing

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S. Swanney F. Munro

5.6.f Include questions at application &/or interview for all posts on the subject of equality asking evidence of knowledge/experience championing equality and diversity agenda - may include specific focus on gender equality etc.

This will be considered on an ongoing basis. Recruiting Managers will continue to be encouraged to consider inclusion of E&D questions as part of selection processes.

Underway/Ongoing

S. Swanney F. Munro

5.12.a Target job centre and careers advisors to highlight our commitment to encouraging applications from underrepresented groups. Link with Skills Development Scotland to inform best approach e.g. develop Info Pack for Job Centres/Career Advisors, or alternatives?


Not yet underway

S. Swanney F. Munro

5.12.b Develop links across Scotland Job Centres. This will be considered under action 3.1.f which will be progressed in Q4.

Not yet underway

S. Swanney F. Munro

5.13.b Explore National and Government funded organisations to shape SFRS approach e.g. British Association for Women in Policing etc. Benchmark recruitment practices against similar organisations and maintain an awareness of practice across UK.

This will be considered under action 3.1.f which will be progressed in Q4. Benchmarking with other organisations is underway.

Underway/Ongoing

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Section 3(a): Summary of Milestones for forthcoming Quarter 4

7 Milestones for the next quarter

1 action complete

1 action is ongoing/underway

5 actions not yet underway

Section 3(b): Milestones for forthcoming Quarter 4



RED means this action is not yet underway or no update submitted.



I Vincent

2.1.i Explore Health & Saftey/Operational Assurance practices and processes to identify any issues which might impact on workplace culture. Use findings to inform actions e.g. develop checklist to ensure key points are addressed.

Due to begin in Q4. Not yet Underway

I Vincent

2.2.c Review induction training for staff and newly promoted managers within the SFRS continuous learning framework.

Middle managers Induction programme commenced during Q3. Supervisory managers Induction programme to be developed. D Lockhart provided update for Q3.

Underway Q3

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D Sutherland

3.1.c FBU and SFRS commitment to encourage and support women to attend FBU national women’s events. Internal comms plan to support. ADDED IN Q4 TO SUPPORT THIS ACTION.

Added in Q4 to action for D Sutherland - already action under D Christie but required action from SFRS comms to progress.

Not yet Underway



P. Heath 4.3.a Scoping exercise to be undertaken to consider alternative working arrangements e.g. job sharing, flexible working arrangements, alternative duty systems for operational and support staff.


P. Heath 4.3.b Scoping exercise to be undertaken to consider ‘traditional’ role of Ff – new/innovative approach to be considered. How can the SFRS ‘reshape’ this role and other roles within SFRS to change workforce profile and also progress organisational objectives. Align with Action 4.3 (a).


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P King

5.7.a RDS Project have proposals for targeted promotion of RDS vacancies to females and make RDS roles more accessible for all. For example day time availability, alternative Ff duties, Community Safety roles, Station support roles.

The future Options report (SLT Dec 15) outlines opportunities to make the RDS more attractive to a wider range of people. Particular ref to; Marketing/Image (p53), Open Door recruitment (P192), undertake a wider role (p131), contracts (p53), expectations (P51).

Complete

P. Heath

5.10 Undertake review and cost/resource analysis of what SFRS currently do - how SFRS can establish an apprenticeship scheme, consider pathways SFRS could consider including work experience, traineeships, apprenticeships and Duke of Edinburgh Awards.


Documents

Report to SGC - APPENDIX 2 Positive Action Review Action ......E. Gerrard 2.1.e As part of equalities agenda explore national organisations and Government funded organisations to shape