Emergency Contact details held within Council Equality Screening

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S75 Equality And Good Relations Screening Form

General Information: Project

Is this an existing, revised or a new function, service, policy, procedure, project, strategy, plan or guidance? New

Operational Area: Organisation Wide

Title: Emergency Contact details held within Council

Brief Summary:

A review of risks highlighted the need for Council to review how we currently process 'Emergency Contact Details' of our employees.
To support contact in an emergency situation it is imperative that Council line managers or nominated administrators can access Emergency contact details for employees within their department. The project aims to introduce a consistent approach to processing Emergency Contact information.

What is it trying to achieve? (intended aims and outcomes)

Council intends to collect Emergency Contact Details in case there is an emergency such as an accident, illness, or other emergency situation.

Having a clear process will ensure details are held confidentially and only used for the purpose which they are collected and held.

Who owns and who implements each element of the function, service, policy, procedure, project, strategy, plan or guidance?

Organisational Development / Human Resources Department — Process Developer / Information Controller and Implementor.
ICT Department — Secure retention of information, implementation, and review of firewalls to prevent data breaches
North Time and Data — Internal Site Development for site — no access to data
HallMark (PAMS) — No access to data
Line Manager or nominated administrator — Access to The Web Client (TWC) where their staff data is held — password protected
HR Assistant System — Responsible for inputting data onto North Time and Data system (Timeware) and Hallmark (PAMS) and disposing of manual forms in accordance with Council's Retention & Disposal Policy
Employee — Able to view own data via their ESS accounts — password protected

Other policies etc. which have a bearing on this function, service, policy, procedure, project, strategy, plan or guidance?

GDRP Compliant
Health & Safety Policy
Risk Management Policy & Strategy
Health & Safety at Work Act
Code of Conduct Policy
Data Protection Policy
Equality Scheme 2020
Lone Worker
Drugs & Alcohol Policy
Disability Action Plan 2020 -2024
Equality Action Plan 2020 — 2024
Workplace Violence Policy
Anti-Fraud, Bribery and Corruption Policy
Whistleblowing Policy
Bullying and Harassment Policy — does the policy below cover this.
Dignity and Respect at Work Policy
Disciplinary Policy
Grievance Policy
Fleet Policy

Available Evidence

Evidence to help inform the screening process may take many forms. Public authorities should ensure that their screening decision is informed by relevant data.
What evidence/information (both qualitative and quantitative have you gathered to inform this function, service, policy, procedure, project, strategy, plan or guidance? Specify details for relevant Section 75 categories.

1. Quantitative evidence (where held) will be extracted from the current Employee data system relating to Section 75 categories
Causeway Coast and Glens
Borough Council Employee Status Number
No of employees 605
Male 335
Female 270
Disability 14
Age < 30 21
Age 30 — 50 262
Over 50 322

2. The Health & Safety Workplace Transport Working Group meeting recommended the processing of emergency contact detail information at its meeting on 9th May 2019 and 3rd October 2019

Section 75 Category Details of Evidence/Information

Mid-year 2020 NISRA statistics detailed the usual resident population of Causeway Coast & Glens Local Government District to be 144,900 accounting for 7.6% of the N.I. total. Statistical information with regards to the districts makeup and individuals therein was also reviewed.
It is also clear that the majority of our borough is rural in composition and therefore the specific needs of those individuals must be considered during screening.

Religious Beliefs

The 2011 Census outlined:
Census 2011 CC&G Borough Council Northern Ireland
Roman Catholic 40.12% 45.70%

Protestant & Other Christian (including Christian related) 51.17% 43.48%

Other Religions 0.78% 1.50%

None/Not stated 7.94% 9.32%

Staff breakdown by Religious Belief / Community Background (Figures as at 21 October 2022)

Religious Belief / Community Background Gender Number of Staff
Roman Catholic Male 119 (19.67%)

Female 126 (20.82%)

Protestant Male 199 (32.89%)

Female 128 (21.16%)

Non-Determined Male 17 (2.81%)

Female 16 (2.65%)
Total 605
In terms of religion or religion brought up in the 2011 Census indicates that our resident's religious beliefs are comparable to those in Northern Ireland in that there are 2 predominant groupings ie Roman Catholic and Protestant.

However, we also have a number of individuals (5.64%) who do not practice a specific religion or who do not wish to be grouped into a specific religion. In addition, we have a small number of individuals who practice other religions.

This process will have a positive impact on this section 75 category as the emergency contact person will be aware of the employee's religion and spirituality. This will impact decisions regarding blood transfusion, transplants diet, medicine/dressings based on animal products, modesty, and the preferred gender of their health providers.

This will ensure that any actions taken are aligned to the individuals wishes, common needs and requirements.

Political Opinion

The Northern Ireland Life and Times Survey (2021) provides the following information on the political parties people in Northern Ireland feel closest to (this information is not available atlocal government level) :

Party %
DUP/Democratic Unionist Party 12
Sinn Fein 13
Ulster Unionist Party (UUP) 13
Social Democratic and Labour Party (SDLP) 13
Alliance Party 19
Green Party 5
Other Party 4
None of these 11
Other answer 1
Don't know 9

Racial Group

On Census Day 21 March 2021 the resident population was:

CC&G Borough Council Northern Ireland
White 98.55% 96.55%
Irish Traveller 0.03% 0.14%
Roma    0.01% 0.08%
Indian 0.15% 0.52%
Chinese    0.22% 0.50%
Filipino 0.10% 0.23%
Pakistani 0.03% 0.08%
Arab    0.03% 0.10%
Other Asian 0.10% 0.28%
Black African 0.12% 0.42%
Black Other 0.04% 0.16%
Mixed 0.51% 0.76%
Other ethnicities 0.11% 0.19%

Staff breakdown by Racial Group / Ethnic Origin (Figures as at 21 October 2022)

Racial Group / Ethnic Origin Number of Staff

Mixed Ethnic Group 1 (0.16%)

Other 2 (0.33%)

White / White European 546 (90.25%)

Unknown 56 (9.26%)

Total 605

This process will have a positive impact on this section 75 category as the emergency contact person will be aware of the employee's racial group. This will impact decisions regarding preferred gender of their health providers eg Muslim women.

The emergency contact person can advise on employee's first language and Council can provide interpreters via sign video.

The emergency contact details can be provided in alternative languages with the use of a translation tool available via the council website.

This will ensure that any actions taken are aligned to the individuals wishes, common needs and requirements.

Age

Age: (NISRA Census 2021 – Table MS-A02)

CC&G Borough Council Northern Ireland
0-4 years 7,973 (5.62%) 113,820 (5.98%)
5-9 years 8,878 (6.26%) 124,475 (6.54%)
10-14 years 9,113 (6.43%) 126,918 (6.67%)
15-19 years 8,326 (5.87%) 113,203 (5.95%)
20-24 years 7,873 (5.55%) 111,386 (5.85%)
25-29 years 7,713 (5.44%) 116,409 (6.12%)
30-34 years 8,460 (5.97%) 126,050 (6.62%)
35-39 years 8,528 (6.02%) 127,313 (6.69%)
40-44 years 8,513 (6.01%) 122,163 (6.42%)
45-49 years 9,322 (6.58%) 121,670 (6.39%)
50-54 years 10,412 (7.35%) 130,967 (6.88%)
55-59 years 10,150 (7.16%) 129,276 (6.79%)
60-64 years 9,171 (6.47%) 113,049 (5.94%)
65-69 years 7,769 (5.48%) 93,464 (4.91%)
70-74 years 6,990 (4.93%) 83,467 (4.39%)
75-79 years 5,659 (3.99%) 66,377 (3.49%)
80-84 years 3,718 (2.62%) 43,776 (2.30%)
85-89 years 2,126 (1.50%) 25,879 (1.36%)
90+ years 1,051 (0.74%) 13,512 (0.71%)
TOTAL Population 141,745 1,903,174

Staff breakdown by Age (Figures as at 21 October 2022)

Age Group Number of staff
22-29 21 (3.47%)
30-34 28 (4.63%)
35-39 64 (10.58%)
40-44 71 (11.74%)
45-49 99 (16.36%)
50-54 115 (19.01%)
55-59 92 (15.21%)
60-64 88 (14.54%)
65-120 27 (4.46%)
Total: 605

This process will have a positive impact on this section 75 category as it has considered the variation in age groups and the difficulties technology may impose on these groups. There are different options available for the processing of this data eg via email, return manual forms by post or via line manager.

Research shows that those organizations with an aged workforce are more prone to illness, accidents and emergencies. In Causeway Coast and Glens Borough Council approximately 60% of the workforce is over 50 plus which highlights the necessity for the processing of Emergency Contact Details.

By introducing this process, it enables the employee to choose their preferred emergency contact as they may not wish to burden an elderly parent in an emergency situation.

Marital Status

Marital status by former legacy Council area (most recent figures available from Census 2011):

Census 2011 Ballymoney BC    Coleraine BC    Limavady BC Moyle DC
Single 32.68%       34.78% 36.64%    34.96%
Married 52.52%       48.88%    48.94%    49.03%
Civil Partnership   0.07%    0.06%    0.08%    0.08%
Separated 3.13%    3.15% 3.58% 3.66%
Divorced/Civil Partnership Dissolved 5.23%    6.13%    4.99%    5.11%
Widowed/Surviving Civil Partner 6.39% 7.00%    5.78%    7.15%

Staff breakdown by Marital Status (Figures as at 21 October 2022)

Marital Status Number of staff
Unknown 60 (9.92%)
Married \ Civil Partnership 336 (55.54%)
Divorced 12 (1.98%)
Other 19 (3.14%)
Separated 12 (1.98%)
Single 164 (27.11%)
Widowed 2 (0.33%)
Total: 605

This process will have a positive impact on this section 75 category as consideration was given by changing the title of the form to 'Emergency Contact' as opposed to 'Next of Kin' as this allows for either a close relative or friend to be nominated. This will support individuals who may not wish for a legal partner to be notified or for their marital status to be identified eg civil partnership, divorced etc.

Sexual Orientation

There are no specific figures available on how many people may be Gay, Lesbian, Bi-sexual or Trans-gender or Trans-sexual (LGBT) specific to the Council area.

The Northern Ireland Life and Times Survey (2021) provides the following information on the sexual orientation of people in Northern Ireland (this information is not available at local government level):

%
I am ‘gay’ or ‘lesbian’ (homosexual) 2
I am heterosexual or ‘straight’ 93
I am bi-sexual 4
Other 0

In addition the NI Rainbow Project estimates between 6-10% of any given population could be considered as LGBT.
This process will have a positive impact on this section 75 category. In devising the Emergency Contact form The relationship' was removed from this form to avoid accidentally identifying an individual's sexual orientation.

Men and Women Generally Gender:

(Census 2021 – Table MS-A07)
CC&G Borough Council Northern Ireland
Male 69,848 (49.28%) 936,132 (49.19%)
Female 71,898 (50.72%) 967,043 (50.81%)

Staff breakdown by Gender (Figures as at 21 October 2022)

Gender Number of staff
Male 335 (55.38%)
Female 270 (44.62%)
Total: 605

The process will be a positive benefit for all employees to allow for an emergency contact to be contacted in case of emergency/incident in a timely fashion.
This process will have a positive impact on this section 75 category where the emergency contact person will be able to inform if the employee is currently in the process of transitioning and therefore avoid any unnecessary embarrassment.
This will ensure that any actions taken are aligned to the individuals wishes, common needs and requirements.

Dependants

The Census information in 2011 & 2021 showed:
People With or Without Dependents (Census 2021 – Table MS-B12):

Census 2011 CC&G Borough Council Northern Ireland
Number of households
(2021 stats) 57,576 768,810
Households with
dependent children
(2011 stats) 15,597 (28.37%) 261,251 (36.19%)

Staff Family Status (Figures as at 21 October 2022)

Family Status Number of staff
Blank 298 (49.26%)
Adults(s) 11 (1.82%)
Child/Children 157 (25.95%)
None 138 (22.81%)
Other 1 (0.16%)
Total: 605

This process will have a positive impact on this section 75 category where the emergency contact person will be aware of any caring responsibilities that the employee may have and be able make alternative arrangements for someone else to pick up children or care for another person in an emergency situation.
This will ensure that any actions taken are aligned to the individuals wishes, common needs and requirements.

Disability

People with a Disability/People Without:

People with a long term condition/illness by former legacy Council area (most recent figures available from Census 2011):

Some of the projects will specifically target these groups in particular the playground improvements and the All-ability Cycle Scheme

Census 2011    Ballymoney BC Coleraine BC    Limavady BC       Moyle DC
People with a long term condition/illness 30.6% 31.31%       31.05%     31.68%
People Without 69.4%    68.69%    68.95%    68.32%

Source: NINIS, Census 2011, KS302NI
Notes:
1. ‘Communication difficulty’ means a difficulty with speaking or making yourself understood.
2. ‘A mobility or dexterity difficulty’ means a condition that substantially limits one or more basic physical activities such as walking, climbing stairs, lifting or carrying.
3. ‘An emotional, psychological or mental health condition’ includes conditions such as depression or schizophrenia.
4. ‘Shortness of breath or difficulty breathing’ includes conditions such as asthma.
5. ‘A chronic illness’ includes illnesses such as cancer, HIV, diabetes, heart disease or epilepsy.
6. ‘Long-term’ refers to a condition which has lasted, or is expected to last, at least 12 months.

Staff breakdown by Disability (Figures as at 21 October 2022)

With or Without a Disability Number of staff
No 591 (97.69%)
Yes 14 (2.31%)
Total: 605

This process will have a positive impact on this section 75 category where the emergency contact person will be aware of any known or hidden disabilities that the employee may have. They will be aware if the individual may need medicines, they carry with them to be administered in an emergency situation eg Epi pens, insulin etc.
Individuals with hidden disabilities may become stressed in emergency situation and the emergency contact will be aware of alternative support mechanisms to calm the situation.
The Council has in place a number of communication/support mechanisms for individuals with disabilities as follows:
1. Emergency Contact Form available in other formats eg font size increased
2. Sign Video App available, follow this link to find out more: SignVideo - Causeway Coast & Glens Borough Council (causewaycoastandglens.gov.uk)
3. You can call into reception (in any of the Civic buildings) and avail of an ipad to use the above app.
4. The above app can be found in the app store and can be downloaded to your phone to make it more accessible at all venues.
5. Causeway Coast & Glens Borough Council also have access to an Easy read package which simplifies this process.
6. Within Causeway Coast & Glens Borough Council, Makaton is promoted and encouraged through the Equality section.
This will ensure that any actions taken are aligned to the individuals wishes, common needs and requirements.

Screening Questions

1. What is the likely impact on equality of opportunity for those affected by this function, service, policy, procedure, project, strategy, plan or guidance?

Section 75 Category - Positive impact (it could benefit) Neutral Negative impact (it could disadvantage)

Gender
Women     Positive impact (it could benefit)
Men Positive impact (it could benefit)
Transgender men/women Positive impact (it could benefit)
Other please specify N/A

Reason: Emergency Contact details electronically stored is positive for all genders, it enables the Council to contact an emergency contact in a timely fashion in the event of an emergency/incident. The emergency contact can rely vital information to emergency services regarding gender.

Race
The categories used in the Race section are those used in the 2011 census. Consideration should be given to the needs of specific communities within the broad categories.

Asian    Positive impact (it could benefit)
Black Positive impact (it could benefit)
Chinese Positive impact (it could benefit)
Mixed race Positive impact (it could benefit)
Other please specify Positive impact (it could benefit)

Reason: Emergency Contact details electronically stored is positive for all races, it enables the Council to contact an emergency contact in a timely fashion in the event of an emergency/incident. The emergency contact could also provide further information on their racial beliefs.
Translation tool available on Council website

Disability
Long term health impairment could include mental health problems, asthma, heart conditions, chronic fatigue etc. Positive impact (it could benefit)

Reason: Emergency Contact Details electronically stored is positive for all disabilities, it enables the Council to contact an emergency contact in a timely fashion in the event of an emergency/incident. The emergency contact could provide further information on their disability to aid the emergency services
The council has in place a number of communication/ support mechanisms for individuals with disabilities.

Sexual orientation

Heterosexual, lesbian, gay men, bisexual, others Positive impact (it could benefit)

Reason: Emergency Contact Details electronically stored is positive for all sexual orientation groups, as form does not request 'relationship'.

Age

Older People Positive impact (it could benefit)
Younger people and children Positive impact (it could benefit)

Reason: Emergency Contact Details electronically stored is positive for all ages, it enables the Council to contact an emergency contact in a timely fashion in the event of an emergency/incident.
Due to the variation in age groups there is different options available for the collation of this data ie email, post or return to line manager.

Political Opinion

Neutral

Reason: The process does not impact on people of different political opinion.

Religious Belief

Positive impact (it could benefit)

Reason: Emergency Contact Details electronically stored is positive for all religions, it enables the Council to contact an emergency contact in a timely fashion in the event of an emergency/incident. The emergency contact can relay religious beliefs to the emergency services in relation to medical treatment etc

Martial Status

Positive impact (it could benefit)

Reason: Emergency Contact Details electronically stored is positive for all marital status, as it enables the Council to contact an emergency contact in a timely fashion in the event of an emergency/incident. No marital status requested on Emergency contact form.

Dependants

Positive impact (it could benefit)
Reason: Emergency Contact Details electronically stored is positive for all with dependents, as it enables the Council to contact an emergency contact in a timely fashion in the event of an emergency/incident. The emergency contact will be able to arrange where necessary, childcare arrangements.

Screening Questions

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

Gender

(Women, Men, Transgender men/women , Other please specify)