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Royal Society Te Apārangi Diversity Policy

Table of Contents

Purpose

Embracing diversity in all we do is identified as a cross-cutting theme in the Royal Society of New Zealand’s Strategic Plan 2015 –2018. The purpose of this Diversity Policy is to outline the Royal Society of New Zealand’s commitment to providing an inclusive and diverse environment throughout the Society, and the practical application of the Policy across the organisation and in all its processes and activities.

Objectives

  • To embrace diversity in all Society activities, with particular emphasis on those involving panel- and committee-based evaluation and assessment processes.
  • To promote equal employment opportunities in recruitment and selection processes, with a diverse range of candidates considered in the recruitment process.
  • To provide an environment where all employees are treated fairly and with respect, and where diversity is embraced and supported.

Definition

Diversity is defined as a variety of characteristics that make individuals unique. The key aspects that we are seeking are diversity of perspective, skills and knowledge, as these attributes are most likely to assist the Society in delivering better outcomes for our constituency.

Diversity can arise through a number of different characteristics including, but not limited to, the following; gender, ethnic background, employment context, religion, marital status, culture, disability, economic background, education, and sexual orientation.

Different backgrounds, communication styles, life-skills and interpersonal skills are also considered valuable in building diverse teams, panels and committees. When people believe their life experiences will be valued and when their views will be heard with respect, diversity of perspective, skills and knowledge takes centre stage and as a result efficiency and productivity increase.

Policy overview

This policy provides guidance on implementing the Society’s diversity philosophy and specifically offers guidance within the following areas:

  • Panel evaluation and selection processes
  • Recruitment
  • Working environment

There is commitment from the Council and Chief Executive with a visible diversity policy statement on our website.

The value in different viewpoints and perspectives offered by people of different backgrounds, age, experience, ethnicity and gender is considered to lead to more informed decision making, greater innovation and better outcomes for our stakeholders.

We believe that recognising and embracing diversity provides the opportunity to make our organisation stronger, leads to increased morale, and is an essential element in the long term success of the Society.

Policy guidance

Appointment to evaluation and selection panels

The Council and the Academy Executive Committee regularly reviews the mix of skills, capabilities and diversity on all Society panels (i. e internal staff activities; committees appointed by staff; and committees appointed by the Academy Executive Committee and by Council) to ensure effective procedures are followed.

Recruitment

All people involved in recruitment and development processes at the Society must take into consideration the value of diversity within a team and the work environment when considering candidates for roles. Candidates are selected based on their merits and the value they can bring to the Society.

People involved in selecting and recruiting candidates are encouraged to actively seek out people with diverse skills, backgrounds and capabilities when considering candidates for roles within the Society.

Working environment

Employees are treated equally and with respect at the Society and diversity is embraced and recognised as adding value to our organisation.

The Society’s management is encouraged to consider policies which support diversity within the organisation, such as flexible working hours, job sharing etc.

Measurement and reporting

The Council will set measurable objectives designed to adhere to the objectives and guidance in this Policy.

Management will measure progress against the objectives in this Diversity Policy on an annual basis and report to the Council.

The annual review will consider if diversity and inclusiveness have been appropriately considered and implemented in each of the areas identified in the guidance above.

The Council will review the Diversity Policy on an annual basis to ensure it continues to promote a holistic approach to diversity within the organisation, and will make any appropriate changes at this time.

Responsibility

All Society Councillors, Directors and employees (and contractors or any other person who represents the Society) are responsible for carrying out their day to day duties in a manner which is consistent with the intent of this Policy.

The Society’s CEO and individual Directors, are responsible for ensuring compliance with and understanding of the diversity policy across the Society and within their portfolios.

The Director—Academy Operations is responsible for ongoing monitoring and review of compliance with this Policy across the Society including the implementation of diversity initiatives and practices and their effectiveness, with regular reporting to the Chief Executive and Council.

The Council is responsible for reviewing the Diversity Policy on an annual basis and determining how the Society measures and reports on progress against the Policy. See Action Plan below.

Diversity policy action plan

STEPS

ACTION

HOW

OUTCOME

Commit to diversity and inclusiveness

Develop a culture of diversity and inclusiveness in the Society

Establish and embed diversity and

Inclusiveness as a core value through management responsibilities and training, and in administration of processes

 

Add a statement on website to emphasise inclusiveness and diversity

Diversity policy signed off by President or Chief Executive

 

 

 

 

 

 

 

 

 

Statement on website

Ensure competency for managing diversity and inclusiveness

 

Ensure Directors and senior staff have the necessary knowledge for their activities

Training for a diverse perspective in activities

Involve the staff

Ensure that staff take ownership and commit to diversity and inclusiveness

 

Understand diversity and inclusiveness issues

 

Review diversity and inclusiveness issues across the

Society

Undertake analysis of all activities across the Society

Develop ways of addressing lack of diversity and inclusiveness

Establish frameworks for managing diversity and inclusiveness

Develop formal procedures for each relevant Society activity

Documented procedures, regular training

Policy available on Society intranet

Operational reviews

Conduct regular reviews of activities

Publish results for all employees on intranet

Monitor, report and review

Report key metrics

Develop key leading indicators of performance in diversity and inclusiveness

Report to management and Council

Conduct regular audits

Conduct regular audits to assess compliance with diversity and inclusiveness

Report to management and Council

Review activities and performance

Report results of audits, metrics and other reviews to management

Report to management and Council

Diversity Policy key metrics

Metrics for diversity and inclusiveness at Royal Society Te Apārangi

Leading metrics

Targets

Leadership commitment

Reporting internally and externally on Diversity Policy

Chief Executive, Directors and Council show commitment to diversity policy

Composition of Panels and committees administered by the Society

Comparison of targeted and actual levels for composition of those from under-represented groups

 

 

All decision-making panels to have more than a third of their members drawn from under-represented groups i.e. consider gender, employment context, ethnicity, etc.

 

Training in unconscious bias by all panel convenors

Nominations and applications for Society activities

Comparison of targeted and actual levels for composition of those from under-represented groups

 

Ensure that at least 30% of nominations/applications in all nomination rounds are from people from under-represented groups

 

Composition of under-represented groups in Society workforce i.e. Council and staff

Comparison of targeted and actual levels for under-represented groups, e.g., gender and ethnicity composition, of the Society’s staff including management and Council

 

Recruitment processes

Number of activities that have specific requirements to ensure inclusiveness, e. g, diverse composition of interview panels

Inclusion of a statement in job advertisements welcoming applications and nominations from under-represented groups.

 

Ensure all interview panels have at least a third women

Training and development

Percentage of staff completing relevant training in diversity, appropriate to their role

All relevant staff have been trained by x date (to be set)

Communication of diversity policies

Development of appropriate communication strategy on diversity initiatives

Diversity initiatives are publicised on the Society’s website