Information about your dealings with Stonewall [Extraneous material removed]

The request was partially successful.

Dear University of East Anglia,

This is a request under the Freedom of Information Act 2000 (FOIA). Please provide any information that you hold answering to any of the following descriptions:

1. Any application you made in 2019 or 2020 to be a “Stonewall Diversity Champion” or to be included on Stonewall’s “Workplace Equality Index,” including any attachments or appendices to those applications. Please redact personal details if necessary.

2. Any feedback you received in 2019 or 2020 from Stonewall in relation to either application or programme.

3. Any other communication you have received from Stonewall in 2019 or 2020 unless privileged or otherwise exempt from disclosure (but if you claim privilege or exemption in relation to any material, please say in broad terms what the material is and the basis on which you claim to be entitled to withhold it).

4. Full details of any equality impact assessment you carried out connected with any of these applications (including any equality impact assessment carried out prior to an earlier application of the same kind, if no further assessment was done).

5. Details of the total amount of money you paid to Stonewall (i) in 2019; (ii) in 2020, whether or not as payment for goods or services.

6. Whether you intend to continue your membership of any Stonewall scheme in the future, and if so which.

Yours faithfully,

Ermine Amies

Freedom of Information, University of East Anglia

10 Attachments

Dear Ermine Amies

Freedom of Information Act 2000 – Information request (UEA ref: FOI_21-032)

Thank you for your request for information received on 05 February 2021.
We are considering your request and we intend to provide response within
the statutory timescale of 20 working days as defined by the [1]Freedom of
Information Act 2000

For your information, the Act includes a number of exemptions which may
prevent release of some or all of the information you have requested. If
we withhold any information we will provide a full explanation of the
exemption(s) applied, and include information on your right of appeal.

If the information you request contains reference to a third party then we
may consult them prior to a decision being taken on whether or not to
release the information under the Act.

If the requested information held by the University consists of, or forms
part of a [2]dataset, the University will, so far as reasonably
practicable, provide that information in a reusable electronic format,
based on open standards -e.g. a Comma Separated Value (CSV) file - and
subject to an approved licence governing future use of the information.

If you require information (dataset or otherwise) to be provided in an
alternative format, e.g. language, audio, large print or paper copy please
let us know.

If you have any queries or concerns then please contact us at
[3][University of East Anglia request email], or by telephone on 01603 593651. Further information on
the Act is also available from the Information Commissioner’s Office at:
[4]www.ico.org.uk, telephone: 0303 123 1113

Attached to this email please also find a Privacy Notice informing you of
how we will be handling your personal data we hold in connection with this
request.

Please quote our reference given at the top of this email in all
correspondence.

Kind regards,

 

 

 

 

 

Kirsty McDonald

Information Compliance Assistant,

Information Compliance,

Room 1.26, The Library,

University of East Anglia, Norwich Research Park, Norwich, NR4 7TJ

Tel: 01603 593651  Fax 01603 591010

 

 

 

[5]cid:image001.png@01D09851.EF67E200

 

Gold (Teaching Excellence Framework 2017-2021)
World Top 200 (Times Higher Education World University Rankings 2020)
UK Top 25 (The Times/Sunday Times 2020 and Complete University Guide 2020)
World Top 50 for research citations (Times Higher Education World
University Rankings 2020)
Athena SWAN Silver Award holder in recognition of advancement of gender
equality for all (Advance HE 2019)

 

[6]TEF Gold logo RGB  [7]facebook 
[8]twitter-old [9]tumblr [10]flickr [11]linkedin [12]youtube [13]cid:image008.png@01CF8BB5.50024060

 

Any personal data exchanged as part of this email conversation will be
processed by the University in accordance with current UK data protection
law and in line with the relevant UEA Privacy Notice.

 

This email is confidential and may be privileged. If you are not the
intended recipient please accept my apologies; please do not disclose,
copy or distribute information in this email or take any action in
reliance on its contents: to do so is strictly prohibited and may be
unlawful. Please inform me that this message has gone astray before
deleting it. Thank you for your co-operation

 

References

Visible links
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7. http://www.facebook.com/ueaofficial
8. http://www.twitter.com/uniofeastanglia
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12. http://www.youtube.com/ueaofficial
13. http://instagram.com/uniofeastanglia

Freedom of Information, University of East Anglia

9 Attachments

Dear Ermine Amies

Thank you for your request received on 05 February 2021 under the Freedom
of Information Act 2000. Our response is now published on our Disclosure
Log:

[1]https://www.uea.ac.uk/web/about/universi...

 

We hope this information will meet your requirements, however if you are
not satisfied you have the right of appeal. If you wish to appeal, please
set out in writing your reasons for appealing and send to the above
address. You must appeal within 40 working days of the date of this
letter. In line with section 5.3 of the UK Government’s Freedom of
Information Act Code of Practice, we are not obliged to accept internal
reviews after this date.

You also have a subsequent right of appeal to the Information
Commissioner’s Office. Further information is available on their website:
[2]https://ico.org.uk/global/contact-us/, or by telephone on 0303 123
1113.

We would also like to know if our handling of your FOI request has met
your expectations. To help us improve our service please complete our
short [3]online form.

Kind regards,

 

 

 

Kirsty McDonald

Information Compliance Assistant,

Information Compliance,

Room 1.26, The Library,

University of East Anglia, Norwich Research Park, Norwich, NR4 7TJ

Tel: 01603 593651  Fax 01603 591010

 

 

 

[4]cid:image001.png@01D09851.EF67E200

 

Gold (Teaching Excellence Framework 2017-2021)
World Top 200 (Times Higher Education World University Rankings 2020)
UK Top 25 (The Times/Sunday Times 2020 and Complete University Guide 2020)
World Top 50 for research citations (Times Higher Education World
University Rankings 2020)
Athena SWAN Silver Award holder in recognition of advancement of gender
equality for all (Advance HE 2019)

 

[5]TEF Gold logo RGB  [6]facebook 
[7]twitter-old [8]tumblr [9]flickr [10]linkedin [11]youtube [12]cid:image008.png@01CF8BB5.50024060

 

Any personal data exchanged as part of this email conversation will be
processed by the University in accordance with current UK data protection
law and in line with the relevant UEA Privacy Notice.

 

This email is confidential and may be privileged. If you are not the
intended recipient please accept my apologies; please do not disclose,
copy or distribute information in this email or take any action in
reliance on its contents: to do so is strictly prohibited and may be
unlawful. Please inform me that this message has gone astray before
deleting it. Thank you for your co-operation

 

References

Visible links
1. https://www.uea.ac.uk/web/about/universi...
2. https://ico.org.uk/global/contact-us/
3. https://www.uea.ac.uk/web/about/universi...
6. http://www.facebook.com/ueaofficial
7. http://www.twitter.com/uniofeastanglia
8. http://uniofeastanglia.tumblr.com/
9. http://www.flickr.com/uniofeastanglia
10. http://www.linkedin.com/edu/school?id=12...
11. http://www.youtube.com/ueaofficial
12. http://instagram.com/uniofeastanglia

Dear University of East Anglia,

Please pass this on to the person who conducts Freedom of Information reviews- [email address]

I am writing to request an internal review of University of East Anglia's handling of my FOI request 'Information about your dealings with Stonewall #DontSubmitToStonewall' yr reference FOI_21-032 as the responses are not in line with your policy encouraging proactive publication of information relating to the University.

My request:
1. Any application you made in 2019 or 2020 to be a “Stonewall Diversity Champion” or to be included on Stonewall’s “Workplace Equality Index,” including any attachments or appendices to those applications. Please redact personal details if necessary.

Your response:
[Information not held - s.1(1)(a), Freedom of Information Act]
On this occasion it is not possible to provide the requested information. In line with your rights under section 1(1)(a) of the Act to be informed whether information is held, we confirm that the University does not hold this information.

The University made submissions to both the 2019 and 2020 Stonewall Workplace Equality Index. Submissions are made electronically by completing the online submission process and typing information straight into the online form as devised by Stonewall. Once submitted we are not provided with a hard copy of the submission for our records.

We have subscribed annually to become Stonewall Diversity Champions for the last five years. Membership renewals are completed online, so there are no paper application forms held by the University.
______________
Please review. As the Workplace Equality Index is a benchmark tool and a "developmental framework" which you use measure your achievements and progress on LGBT equality, you will have assessed and reported on 10 areas of employment policy and practice, drafting answers and updating file information.

So I do not accept that you do not hold or have access to this information electronically and/or in final drafts prepared for submission, assessing and reporting on those 10 areas of employment policy and practice, and current year evidence submitted and/or have shared the finished submission with management and/or have links to references, attachments or appendices or other additional information & research for the submission.

***********

My request:
2. Any feedback you received in 2019 or 2020 from Stonewall in relation to either application or programme.

Your response:
[Information not held - s.1(1)(a), Freedom of Information Act]
We confirm that the University does not hold information relevant to this question.

The University has an annual face-to-face meeting with our dedicated Stonewall Representative where feedback is provided on our Workplace Equality Index submission. We do not receive anything written from them with our feedback, therefore the University holds no recorded information for any feedback received.
______________
This response is not credible. Organisations receive their survey scores, showing employee opinions, attitudes and experiences, enabling them to understand what’s going well and where they need to focus their efforts, as well as see how they’ve performed in comparison with their sector and region. Stonewall Diversity Champions also receive in-depth, tailored written and verbal feedback on every section of their submission to use as a foundation for future work and action plans.

The feedback will have evaluated your initiatives and progress, staff survey results, recommended priorities for best practice, recommended toolkits and resources, recommended data collection and analysis for the resultant action plan for UEA including but not limited to "gender identity and sexual orientation monitoring", and steps for "improving [your] LGBT equality and diversity policies".

So I do not accept that you hold no information from that written feedback, the annual face to face meeting. and other meetings and conversations as a "foundation for future work".

As Stonewall also say they are continuing to provide ongoing in-depth, tailored feedback on through the Diversity Champions programme and also provide you with best practice examples and ways they can support you further, your response should include feedback received from 2019 to date through the Diversity Champions programme activities, fora and communications.

***********

My request:
3. Any other communication you have received from Stonewall in 2019 or 2020 unless privileged or otherwise exempt from disclosure (but if you claim privilege or exemption in relation to any material, please say in broad terms what the material is and the basis on which you claim to be entitled to withhold it).

Your response:
[Information not held - s.1(1)(a), Freedom of Information Act]
We confirm that the University does not hold information relevant to this question.
We receive regular email communications linked to events and publications from Stonewall, however these are not retained by the University.
___________________
Stonewall say they are continuing to provide in-depth, tailored feedback on through the Diversity Champions programme and also provide you with best practice examples and ways they can support you further in your equality work. So I do not accept that you hold no information from Stonewall and the Diversity Champions programme with recommended activities including on recent government consultations.

***********

My request:

4. Full details of any equality impact assessment you carried out connected with any of these applications (including any equality impact assessment carried out prior to an earlier application of the same kind, if no further assessment was done).

Our response:

[Information not held - s.1(1)(a), Freedom of Information Act]
We confirm that the University does not hold information relevant to this question.

The University has not carried out an Equality Impact Assessment in relation to our involvement with the Stonewall Workplace Equality Index.
__________________________
Please reassess this answer & verify that no assessment on the impact on LGB and/or gender reassignment & trans and/or other protected characteristics was not undertaken to as part of the business case to committing to join the scheme.

**********
My request:

5. Details of the total amount of money you paid to Stonewall (i) in 2019; (ii) in 2020, whether or not as payment for goods or services.

Our response:
The University paid £2,500.00 + VAT in 2019 and the same amount in 2020. Both payments were in respect of the annual membership
_________________________
If the membership was the Diversity Champions programme, please confirm this included the cost of the second scheme known as the Workplace Equality Index.

.***********
My request:

6. Whether you intend to continue your membership of any Stonewall scheme in the future, and if so which.

Your response:
Yes. The University intends to continue to be a member of both Stonewall schemes
___________________________________________
Thank you for the final answer - no review needed on this one.

A full history of my FOI request and all correspondence is available on the Internet at this address: https://www.whatdotheyknow.com/request/i...

Given Stonewall itself says they provide survey results, written and verbal feedback to prepare future plans, I do not think your response to my request is consistent with your duties under the Freedom of Information Act including under section 16 to provide advice and assistance to me as a person who has requested information from you, and I would ask you to have careful regard to that duty in dealing with this application for review.

I look forward to hearing from you.

Yours,

Ermine
Ermine Amies

Freedom of Information, University of East Anglia

9 Attachments

Dear Ermine Amies,

I acknowledge your email received on 15 February 2021 expressing your
concerns with our response of 10 February 2021 to your request for
information received on 05 February 2021.  We are sorry we have not been
able to meet your expectations on this occasion and to hear you are
dissatisfied with our response. In the first instance, we would like to
try to resolve this informally, however if we are unable to do this we
will of course conduct a full internal review. 

 

Following receipt of your concerns we have taken another look at the
information we hold to see if there are any further details that we are
able to provide. Further information is provided below. I would be
grateful if you could let me know if, having read this information, you
still remain dissatisfied with our response, in any case if we do not hear
from you by 01 March 2021 we will assume you still remain dissatisfied and
conduct a formal internal review into your request.

 

Additional information on questions 1 and 2:

The 2019 submission was made in September 2018 and the 2020 submission was
made in September 2019.  There was no 2021 Stonewall Workplace Equality
Index application, which was due in September 2020, due to the current
pandemic. 

 

The 2019 and 2020 applications were made by a former member of staff and
whilst we have checked, no electronic records related to these
applications exist. It is possible some paper records  may exist, however
due to the current pandemic we are unable to access this information in
order to ascertain if it is in relation to the applications. We will of
course investigate as soon as we are able to, and will send you copies of
any paper records held.

 

When responding to a Freedom of Information request we can only disclose
recorded information held by the University at the time of the request.
Stonewall works on a 3-yearly cycle of questions. The 2021 submission
would have marked the start of a new set of questions.  It is the
intention of the University to ensure any work towards the Stonewall
Workplace Equality Index 2021 application in the form of drafts and
attachments are retained for future reference.

 

Additional information for question 3:

Stonewall provides access to a members area of their website that provides
useful resources and webinars. None of this content has been downloaded as
this is viewed online when required.  Due to the current pandemic, other
than Stonewall offering webinars focussing on the new cycle of questions,
the University has received no other tailored support from them.  We
cannot answer in relation to the submissions in 2019 and 2020 as no
records exist as far as we have been able to ascertain.

 

Additional information for question 4:

We can confirm we have no record of Equality Impact Assessments being
carried out in terms of joining the scheme or ahead of any submissions
made to the Stonewall Workplace Equality Index. 

 

Additional information for question 5:

The cost quoted in our response to question five relates to the Stonewall
Diversity Champions membership as there is no separate cost for membership
to submit to the Stonewall Workplace Equality Index.

Stonewall Workplace Equality Index are using a new set of questions which
were implemented last year. It is our intention to create a system to
capture work to support future submissions and to record any feedback we
receive following submissions we make. 

 

Kindest regards,

 

Rebekah

 

Rebekah de Lacy

Information Access Coordinator,

Information Compliance,

Room 1.26, The Library,

University of East Anglia, Norwich Research Park, Norwich, NR4 7TJ

 

 

 

[1]cid:image001.png@01D09851.EF67E200

 

Gold (Teaching Excellence Framework 2017-2021)
World Top 200 (Times Higher Education World University Rankings 2020)
UK Top 25 (The Times/Sunday Times 2020 and Complete University Guide 2020)
World Top 50 for research citations (Times Higher Education World
University Rankings 2020)
Athena SWAN Silver Award holder in recognition of advancement of gender
equality for all (Advance HE 2019)

 

[2]TEF Gold logo RGB  [3]facebook 
[4]twitter-old [5]tumblr [6]flickr [7]linkedin [8]youtube [9]cid:image008.png@01CF8BB5.50024060

 

Any personal data exchanged as part of this email conversation will be
processed by the University in accordance with current UK data protection
law and in line with the relevant UEA Privacy Notice.

 

This email is confidential and may be privileged. If you are not the
intended recipient please accept my apologies; please do not disclose,
copy or distribute information in this email or take any action in
reliance on its contents: to do so is strictly prohibited and may be
unlawful. Please inform me that this message has gone astray before
deleting it. Thank you for your co-operation

 

 

References

Visible links
3. https://eur01.safelinks.protection.outlo...
4. https://eur01.safelinks.protection.outlo...
5. https://eur01.safelinks.protection.outlo...
6. https://eur01.safelinks.protection.outlo...
7. https://eur01.safelinks.protection.outlo...
8. https://eur01.safelinks.protection.outlo...
9. https://eur01.safelinks.protection.outlo...

Freedom of Information, University of East Anglia

10 Attachments

Dear Ermine Amies,

 

Following my email of the 24 February 2021 I have now made arrangements
for a formal internal review procedures to be invoked. 

 

Please find attached our Privacy Notice informing you of how we will be
handling your personal data we hold in connection with this matter.

 

If you remain dissatisfied with our handling of your compliant please do
let us know as soon as possible. 

 

If you are dissatisfied with the final adjudication of your complaint by
our internal review process, you will have the right of appeal to the
Information Commissioner whose contact details can be found on their
website [1]Contact us | ICO

 

Kindest regards,

 

Rebekah

 

 

 

Rebekah de Lacy

Information Access Coordinator,

Information Compliance,

Room 1.26, The Library,

University of East Anglia, Norwich Research Park, Norwich, NR4 7TJ

 

 

 

[2]cid:image001.png@01D09851.EF67E200

 

Gold (Teaching Excellence Framework 2017-2021)
World Top 200 (Times Higher Education World University Rankings 2020)
UK Top 25 (The Times/Sunday Times 2020 and Complete University Guide 2020)
World Top 50 for research citations (Times Higher Education World
University Rankings 2020)
Athena SWAN Silver Award holder in recognition of advancement of gender
equality for all (Advance HE 2019)

 

[3]TEF Gold logo RGB  [4]facebook 
[5]twitter-old [6]tumblr [7]flickr [8]linkedin [9]youtube [10]cid:image008.png@01CF8BB5.50024060

 

Any personal data exchanged as part of this email conversation will be
processed by the University in accordance with current UK data protection
law and in line with the relevant UEA Privacy Notice.

 

This email is confidential and may be privileged. If you are not the
intended recipient please accept my apologies; please do not disclose,
copy or distribute information in this email or take any action in
reliance on its contents: to do so is strictly prohibited and may be
unlawful. Please inform me that this message has gone astray before
deleting it. Thank you for your co-operation

 

 

From: Rebekah De Lacy (ITCS - Staff) On Behalf Of Freedom of Information
Sent: 24 February 2021 18:09
To: Ermine Amies <[FOI #724640 email]>
Subject: IR_21-032 - Acknowledgement and response for review
Importance: High

 

Dear Ermine Amies,

 

I acknowledge your email received on 15 February 2021 expressing your
concerns with our response of 10 February 2021 to your request for
information received on 05 February 2021.  We are sorry we have not been
able to meet your expectations on this occasion and to hear you are
dissatisfied with our response. In the first instance, we would like to
try to resolve this informally, however if we are unable to do this we
will of course conduct a full internal review. 

 

Following receipt of your concerns we have taken another look at the
information we hold to see if there are any further details that we are
able to provide. Further information is provided below. I would be
grateful if you could let me know if, having read this information, you
still remain dissatisfied with our response, in any case if we do not hear
from you by 01 March 2021 we will assume you still remain dissatisfied and
conduct a formal internal review into your request.

 

Additional information on questions 1 and 2:

The 2019 submission was made in September 2018 and the 2020 submission was
made in September 2019.  There was no 2021 Stonewall Workplace Equality
Index application, which was due in September 2020, due to the current
pandemic. 

 

The 2019 and 2020 applications were made by a former member of staff and
whilst we have checked, no electronic records related to these
applications exist. It is possible some paper records  may exist, however
due to the current pandemic we are unable to access this information in
order to ascertain if it is in relation to the applications. We will of
course investigate as soon as we are able to, and will send you copies of
any paper records held.

 

When responding to a Freedom of Information request we can only disclose
recorded information held by the University at the time of the request.
Stonewall works on a 3-yearly cycle of questions. The 2021 submission
would have marked the start of a new set of questions.  It is the
intention of the University to ensure any work towards the Stonewall
Workplace Equality Index 2021 application in the form of drafts and
attachments are retained for future reference.

 

Additional information for question 3:

Stonewall provides access to a members area of their website that provides
useful resources and webinars. None of this content has been downloaded as
this is viewed online when required.  Due to the current pandemic, other
than Stonewall offering webinars focussing on the new cycle of questions,
the University has received no other tailored support from them.  We
cannot answer in relation to the submissions in 2019 and 2020 as no
records exist as far as we have been able to ascertain.

 

Additional information for question 4:

We can confirm we have no record of Equality Impact Assessments being
carried out in terms of joining the scheme or ahead of any submissions
made to the Stonewall Workplace Equality Index. 

 

Additional information for question 5:

The cost quoted in our response to question five relates to the Stonewall
Diversity Champions membership as there is no separate cost for membership
to submit to the Stonewall Workplace Equality Index.

 

Stonewall Workplace Equality Index are using a new set of questions which
were implemented last year. It is our intention to create a system to
capture work to support future submissions and to record any feedback we
receive following submissions we make. 

 

Kindest regards,

 

Rebekah

 

Rebekah de Lacy

Information Access Coordinator,

Information Compliance,

Room 1.26, The Library,

University of East Anglia, Norwich Research Park, Norwich, NR4 7TJ

 

 

 

[11]cid:image001.png@01D09851.EF67E200

 

Gold (Teaching Excellence Framework 2017-2021)
World Top 200 (Times Higher Education World University Rankings 2020)
UK Top 25 (The Times/Sunday Times 2020 and Complete University Guide 2020)
World Top 50 for research citations (Times Higher Education World
University Rankings 2020)
Athena SWAN Silver Award holder in recognition of advancement of gender
equality for all (Advance HE 2019)

 

[12]TEF Gold logo RGB  [13]facebook 
[14]twitter-old [15]tumblr [16]flickr [17]linkedin [18]youtube [19]cid:image008.png@01CF8BB5.50024060

 

Any personal data exchanged as part of this email conversation will be
processed by the University in accordance with current UK data protection
law and in line with the relevant UEA Privacy Notice.

 

This email is confidential and may be privileged. If you are not the
intended recipient please accept my apologies; please do not disclose,
copy or distribute information in this email or take any action in
reliance on its contents: to do so is strictly prohibited and may be
unlawful. Please inform me that this message has gone astray before
deleting it. Thank you for your co-operation

 

 

References

Visible links
1. https://ico.org.uk/global/contact-us/
4. https://eur01.safelinks.protection.outlo...
5. https://eur01.safelinks.protection.outlo...
6. https://eur01.safelinks.protection.outlo...
7. https://eur01.safelinks.protection.outlo...
8. https://eur01.safelinks.protection.outlo...
9. https://eur01.safelinks.protection.outlo...
10. https://eur01.safelinks.protection.outlo...
13. https://eur01.safelinks.protection.outlo...
14. https://eur01.safelinks.protection.outlo...
15. https://eur01.safelinks.protection.outlo...
16. https://eur01.safelinks.protection.outlo...
17. https://eur01.safelinks.protection.outlo...
18. https://eur01.safelinks.protection.outlo...
19. https://eur01.safelinks.protection.outlo...

Dear Rebekah,

I am sorry I didn't respond to your mail of 24 Feb suggesting you resolve this informally. if you would like to make a new response to this FOI request within 10 working days, I am content for the internal review on hold.

Yours sincerely,

Ermine

Ermine Amies left an annotation ()

UEA wants to resolve this FOI request without an internal review. I have invited them to put the internal review on hold and make a fresh response within 10 days.

Freedom of Information, University of East Anglia

11 Attachments

Dear Ermine Amies

 

On 14 February 2021 you requested an internal review of our response to
your request for information which was made on 05 February 2021, and to
which we responded on 10 February 2021, our reference FOI_21-032.

 

Please find attached the University’s response to your request for
internal review, made under the Freedom of Information Act 2000.

 

Should you have any questions or concerns, please do not hesitate to
contact us.

 

We would like to know if our handling of your FOI request has met your
expectations. To help us improve our service please complete our short
[1]online form.  

 

Kind regards,

 

Emma

 

 

Emma Gedge,

Information Compliance Specialist

Information Compliance,

University of East Anglia, Norwich Research Park, Norwich, NR4 7TJ

Tel: 01603 597709

 

[2][IMG][3]Click Here to chat with me in Teams

Please note that due to the pandemic I am working remotely and the
Information Compliance team is delivering its service digitally wherever
possible.

Please visit our website for further information and Covid
updates: [4]www.uea.ac.uk

 

[5]Image

 

Gold (Teaching Excellence Framework 2017-2021)
World Top 200 (Times Higher Education World University Rankings 2020)
UK Top 25 (The Times/Sunday Times 2020 and Complete University Guide 2020)
World Top 50 for research citations (Times Higher Education World
University Rankings 2020)

Athena SWAN Silver Award holder in recognition of advancement of gender
equality for all (Advance HE 2019)

 

[6]Image  [7]Image 
[8]Image [9]Image [10]Image [11]Image [12]Image [13]Image

 

Any personal data exchanged as part of this email conversation will be
processed by the University in accordance with current UK data protection
law and in line with the relevant UEA Privacy Notice.

 

This email is confidential and may be privileged. If you are not the
intended recipient please accept my apologies; please do not disclose,
copy or distribute information in this email or take any action in
reliance on its contents: to do so is strictly prohibited and may be
unlawful. Please inform me that this message has gone astray before
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References

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Dear Emma,

Thank you for the prompt review.

Yours sincerely,

Ermine Amies

Ermine Amies left an annotation ()

TLDR: Staff member left - and no records retained. UEA has a new Head of EDI & will remain a Diversity Champion and in the Workplace Equality Index. Cost £2,500 pa.

Full text of the Internal Review PDF below for ease of reference.

Freedom of Information Act 2000 – request for internal review (ref: FOI_21-032)
In your email of 14 February 2021 you requested a review of the University’s response to your Freedom of Information request of 05 February 2021, which concerned information relating to the University’s involvement with Stonewall, and activity relating to becoming a ‘Stonewall Diversity Champion’. Your appeal has been passed to me for review in accordance with the University’s Freedom of Information Act (FOIA) appealprocess.
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In our response letter of 10 February 2021 we explained that it was not possible to provide much of the information requested as it is not held by the University. I have now reviewed the files relating to this request and have determined that the information is not held by the University.

I am therefore upholding our original response. I have addressed your points individually and in order as laid out below.
‘I am writing to request an internal review of University of East Anglia's handling of my FOI request 'Information about your dealings with Stonewall #DontSubmitToStonewall' yr reference FOI_21-032 as the responses are not in line with your policy encouraging proactive publication of information relating to the University.’

Question 1
1. Any application you made in 2019 or 2020 to be a “Stonewall Diversity Champion” or to be included on Stonewall’s “Workplace Equality Index,” including any attachments or appendices to those applications. Please redact personal details if necessary.

Our response:

1 https:/my.uea.ac.uk/documents/20142/193428/FOIA+Policy+v6.0.pdf/6bc12045-51ec-8083-f14a-
570a7f53ff84?t=1611747268800
1

Information not held - s.1(1)(a), Freedom of Information Act.

On this occasion it is not possible to provide the requested information. In line with your rights under section 1(1)(a) of the Act to be informed whether information is held, we confirm that the University does not hold this information.

The University made submissions to both the 2019 and 2020 Stonewall Workplace Equality Index. Submissions are made electronical y by completing the online
submission process and typing information straight into the online form as devised by Stonewall. Once submitted we are not provided with a hard copy of the submission for our records.

We have subscribed annually to become Stonewall Diversity Champions for the last five years. Membership renewals are completed online, so there are no paper
application forms held by the University.

Your appeal
In your appeal against the University’s response to Q1 you expressed disbelief that the information was not held as stated in our response.

Internal Review response
On 24 February 2021 we provided further information relating to the timescales of the submissions.

The 2019 submission was made in September 2018 and the 2020 submission was made in September 2019. There was no 2021 Stonewall Workplace Equality Index
application, which was due in September 2020, due to the current pandemic.

The 2019 and 2020 applications were made by a former member of staff and whilst we have checked, no electronic records related to these applications exist. It is possible some paper records may exist, however due to the current pandemic we are unable to access this information in order to ascertain if it is in relation to the
applications. We wil of course investigate as soon as we are able to, and wil send you copies of any paper records held.

When responding to a Freedom of Information request we can only disclose recorded information held by the University at the time of the request. Stonewall works on a 3-yearly cycle of questions. The 2021 submission would have marked the start of a new set of questions. It is the intention of the University to ensure any work towards the Stonewall Workplace Equality Index 2021 application in the form of drafts and attachments are retained for future reference.

To further explain, we would add that the submissions were made by the then Head of Equality, Diversity and Inclusion (EDI). The 2019 submission was made as
described above in 2018 and 2019.

The Head of EDI left the University in August 2020. Unfortunately, it is understood that they kept many of the relevant files relating to this work on their personal drive, including the documents, or types of documents, you mention, and these were not transferred to the University’s shared network or file systems prior to their departure.

When an employee leaves the University, we typically retain their user profile for approximately 100 days following their last date of employment. This includes the individual’s email account and personal drive. Following this period, the profile and all
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data contained is placed in a storage for a further period before it is deleted in its entirety and is no longer accessible.

At 05 February 2021, the date of your first request, over 100 days had passed since August 2020 and the data had been moved to this storage area. We have searched
this data and I can confirm that none of it relates to, or mentions, any of the data you have requested.

As a result of this I can confirm that we do not hold copies of previous drafts, attachments, or working notes created in preparation for the submission made in
September 2018 and September 2019 for the years 2019 and 2020, for the reasons already given above.

The 2021 Stonewall Workplace Equality Index was due in September 2020, which was after the departure of the then Head of EDI. However, Stonewall decided not to
run the index in 2020 because of the COVID-19 pandemic2. As a result of this there is no data held for this period.

We can, however, advise you to make a Freedom of Information request directly to Stonewall who may hold copies of those submissions and any evidence submit ed.

Question 2
2. Any feedback you received in 2019 or 2020 from Stonewall in relation to either application or programme.

Our response
Information not held - s.1(1)(a), Freedom of Information Act.

We confirm that the University does not hold information relevant to this question.

The University has an annual face-to-face meeting with our dedicated Stonewall Representative where feedback is provided on our Workplace Equality Index submission. We do not receive anything writ en from them with our feedback, therefore the University holds no recorded information for any feedback received.

Your appeal
In your appeal against the University’s response to Q2 you expressed disbelief that the information was not held as stated in our response. You mentioned Stonewall’s processes and their own published comments about what they provide as part of
your supporting evidence.

Internal Review Response:
On 24 February 2021 we provided further information as described in Q1 above.

As previously explained, we do not hold these records in relation to our previous submissions to the Workplace Equality Index.

The face-to-face feedback meetings were attended by the former Head of EDI and, as explained in our answer to Q1, any records or notes of those meetings were not
transferred prior to their departure.

2 https:/ www.stonewal .org.uk/creating-inclusive-workplaces/workplace-equality-indices/uk-
workplace-equality-index
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The new Head of EDI fully intends to ensure any work towards the Stonewall Workplace Equality Index in the form of preparatory drafts and attachments and any
subsequent feedback are retained in the appropriate location for future reference, and mechanisms have been put in place with the current EDI Team to
ensure this takes place.

The Stonewall website itself says “Through the Diversity Champions programme, we
are continuing to provide in-depth, tailored feedback on employers’ work.” Due to the COVID-19 pandemic Stonewall has offered webinars focussing on the new cycle of questions. The webinars are located in the membership area of the Stonewall website, which is password protected. We have not had any in-depth feedback provided by them.

As previously explained, you may wish to submit a Freedom of Information request to Stonewall to access these webinars and their content.

Question 3
3. Any other communication you have received from Stonewall in 2019 or 2020 unless privileged or otherwise exempt from disclosure (but if you claim privilege or exemption in relation to any material, please say in broad terms what the material is and the basis on which you claim to be entitled to withhold it).

Our response:
Information not held - s.1(1)(a), Freedom of Information Act.

We confirm that the University does not hold information relevant to this question.
We receive regular email communications linked to events and publications from Stonewall, however these are not retained by the University.

Your appeal
In your appeal against the University’s response to Q3 you expressed disbelief that we do not hold the data as described based on the support that Stonewall say they
provide.

Internal Review Response:
On 24 February 2021 we provided further information relating to the resources provided by Stonewall. Stonewall provides access to a members’ area of their
website that provides useful resources and webinars. None of this content has been downloaded as this is viewed online when required. Due to the current pandemic, other than Stonewall offering webinars focussing on the new cycle of questions, the University has received no other tailored support from them.

We do not hold this data for the years 2019 and 2020 for the reasons already given in Q1 and Q2 above and the additional information we provided in 24 February 2021.

The new Head of EDI, intends to ensure any communication or feedback is retained for future reference on a shared drive, and processes have been put in place with the current EDI Team to ensure this takes place.

However, you may wish to submit a Freedom of Information request to Stonewall for information about the materials they have available to support organisations.

Question 4

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4. Full details of any equality impact assessment you carried out connected with any of these applications (including any equality impact assessment carried
out prior to an earlier application of the same kind, if no further assessment was done).

Our response
Information not held - s.1(1)(a), Freedom of Information Act

We confirm that the University does not hold information relevant to this question.

The University has not carried out an Equality Impact Assessment in relation to our involvement with the Stonewall Workplace Equality Index.

Your appeal
In your appeal you requested a reassessment and verification of our response.

Internal Review Response:
On 24 February 2021 we confirmed that we have no record of Equality Impact Assessments being carried out in terms of joining the scheme or ahead of any
submissions made to the Stonewall Workplace Equality Index.

We do not have any other information to add to this.

Question 5

5. Details of the total amount of money you paid to Stonewall (i) in 2019; (ii) in 2020, whether or not as payment for goods or services.

Our response:
The University paid £2,500.00 + VAT in 2019 and the same amount in 2020. Both payments were in respect of the annual membership

Your appeal
In your appeal you asked us to confirm if the membership included the cost of the Workplace Equality Index.

Internal Review Response:
On 24 February 2021 we confirmed that the cost quoted in our response to question five relates to the Stonewall Diversity Champions membership as there is no
separate cost for membership to submit to the Stonewall Workplace Equality Index.

We do not have any other information to add to this.

Question 6
6. Whether you intend to continue your membership of any Stonewall scheme in the future, and if so which.

Our response
Yes. The University intends to continue to be a member of both Stonewall schemes.

You did not appeal this response

Other parts of your appeal
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Given Stonewall itself says they provide survey results, written and verbal feedback to prepare future plans, I do not think your response to my request is consistent with
your duties under the Freedom of Information Act including under section 16 to provide advice and assistance to me as a person who has requested information from you, and I would ask you to have careful regard to that duty in dealing with this
application for review.

Internal Review Response:
The University acknowledges the statement on Stonewall’s own website about what they provide. However, I can confirm that although the University may have been in receipt of these for previous submissions, these are not held by the University, for the reasons already given.

The University can only disclose information which it holds, and the Freedom of Information Act 2000 does not require the University to create information it does not already hold.

I confirm that the University does not hold the information requested.

I conclude that the University’s response to your request was correct and appropriate.
I would now consider this to be our final position on the internal review of this matter and would advise that if you are dissatisfied with this response you should now
exercise your right of appeal to the Information Commissioner at:
https://ico.org.uk/Global/contact us, or by telephone on 0303 123 1113.
Please quote our reference given at the head of this letter in all correspondence.
Yours sincerely,

Professor Neil Ward
Pro Vice Chancellor (Academic Affairs) and Deputy Vice Chancellor
University of East Anglia