Where your reasons for monitoring are to support the strategic development of

Where your reasons for monitoring are to support the

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Where your reasons for monitoring are to support the strategic development of the organisation, you should not be afraid to share this. Your members are there because as a group they share the same broad ambitions. Can you ask about health or disability? In general, you must not ask a job applicant questions relating to health or disability. One of the exceptions to this rule applies to monitoring. You are allowed to ask questions about disability and health during recruitment if the point of this is to find out how many job applicants are disabled people and whether they are shortlisted or appointed. It would be in order to enquire whether a member has a specific requirement in order access the benefits and services that membership conveys. Answers to monitoring questions about health or disability should be dealt with in the same way as the answers to other monitoring questions, in other words, they should be kept separately from the main application form. The person or people 12
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shortlisting and appointing should not see the information before deciding who to interview or appoint. What can you do with the data once it has been collected? You could use the data you collect in several ways. For example to: compare it with national demographic statistics for membership representation compare it with industry standard data and see how representative you are of your sector compare it with regional representational data to see how far your workforce reflects the local community, and see whether your organisation has met its diversity and inclusion objectives. Such comparisons will also help you to plan and review your diversity policy action plan. For example, the data you collect could be used to help you plan positive action campaigns and plan ways to engage with more potential members from under-represented groups. What about privacy and confidentiality? You need to decide who can see the data that you collect. Individual data should be protected and securely stored in line with data protection rules. In particular, if someone is a transsexual person (someone with the protected characteristic of gender reassignment) who has a Gender Recognition Certificate, it may be a criminal offence to disclose this without permission, so you should be especially careful who knows this information and what is done with it. You should organise the information so that it can be used in the future – there’s no point collecting monitoring forms if, for example: no one looks at them afterwards to see whether people with a particular protected characteristic were more or less likely to apply for membership or a job no one checks whether people with a particular protected characteristic are more likely to leave the organisation after a short time, or there are only a small number of people working for you or in a particular workplace or department and individuals can be identified - you need to be very careful about the level of detail you provide or even whether you share or publish information at all, even if it is ‘anonymised’ information and names are not used.
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