Guidance on requesting Diversity Data for Research & Knowledge Exchange
The R&KE Diversity Data Request process
Our Research Strategy 2022-2025 emphasises that “researchers succeed in an environment that is fair and supportive”. Diversity and inclusion (D&I) are key aspects of a fair and supportive research environment. For instance, our REF and demand management processes, research leave allocation or UofG-internal awards such as Impact Acceleration Accounts (IAA) and Glasgow Knowledge Exchange Fund (GKEF) should be inclusive. They should also involve and benefit diverse groups of researchers and research professionals.
In this context we increasingly work with diversity data: data about individual identity characteristics like age, disability, gender, race or religion. Such diversity data can relate to anyone involved in research and knowledge exchange (RKE), for instance as applicants, reviewers, decision-makers.
Colleagues who lead on R&KE, either generally or in specific initiatives, can now request diversity data about cohorts of UofG staff. This guidance explains how to make those diversity data requests. The request process has been designed to:
- provide data that supports change and improvement;
- provide data that is specific and meaningful for the respective D&I questions and RKE activity;
- establish a uniform, cross-UofG process for requesting diversity data;
- balance the benefits and risks associated with collecting, managing and reporting diversity data.
Diversity data has positive potential. It can support our efforts to make research and knowledge exchange more inclusive, and to communicate our efforts internally and externally.
Diversity data is also highly sensitive information that, once known, can make us vulnerable. We are vulnerable in two ways: when we provide diversity data about ourselves and when we handle other people’s diversity data. To mitigate these vulnerabilities, the collection, processing, management and reporting of diversity data is subject to legal protection (General Data Protection Regulation) and UofG processes.
This guidance explains how our process for requesting diversity data balances benefit and vulnerability.
Contacts
- Access the People & OD Helpdesk to request diversity data.
- The Equality and Diversity Unit advises on existing data sets, availability of data and School/Service level equality monitoring practices.
- Professor Doris Eikhof, the Academic Lead on Inclusive Research Practice, advises on using data for action and improving inclusion in research.
What is diversity data and what can be requested?
What is diversity data?
Diversity data is information about individual identity characteristics that are relevant to experiences of inclusion and exclusion, discrimination, opportunity, advancement and outcomes. In the UK such identity characteristics include the nine characteristics protected by the 2010 Equality Act (age, disability, gender identity, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation) as well as class/socio-economic background, caring responsibilities, geographical location, refugee status, languages, experience of the care system, and nationality.
What can be requested?
Requests can be made for diversity data on, e.g.
- Applicants for UofG-funded/-run schemes, e.g. Glasgow Knowledge Exchange Fund (GKEF), Impact Acceleration Accounts (IAA).
- Reviewers/panel members involved in internal selection processes, e.g. demand management, GKEF, IAA.
- Applicants for research & KE opportunities more widely, e.g. research leave, or research & KE leadership roles.
Please note that data sets will contain data on UofG staff only.
If you require a data set that includes data on other individuals (e.g. from outside UofG), please contact Doris Eikhof, Academic Lead for Inclusive Research Practice.
Who can request diversity data?
Colleagues in specific roles who lead on research and knowledge exchange, either generally or in specific initiatives, can now request diversity data about specific cohorts of UofG staff.
Diversity data requests can be submitted via the People & OD Helpdesk Request Form by:
- VP Research Knowledge Exchange
- Director of Research Services Directorate and Research Services Directorate Portfolio Leads
- Deans of Research
- Research Convenors/Directors
- Academic Leads for Inclusive Research Practice, Good Research Practice and Glasgow Changing Futures
- Heads of College Research Support
- College Research Offices
- UofG/College Glasgow Knowledge Exchange Fund and Impact Acceleration Account leads
How can diversity data be requested?
Diversity data can be requested using the People & OD Helpdesk Form.
You will need to provide:
- details on the data you require (e.g. which diversity characteristics, which group of staff)
- the time period for which you request the data
- the purpose for which you wish to use the data
- whether and how the data will be shared and reported
Before making your request, please consider the following, you will need to provide this information on the request form:
How granular does the data need to be?
To protect anonymity, small numbers will be redacted before data is provided to you. Requesting several levels of disaggregation or cross-tabulation over multiple variables (e.g. sex, grade, academic track, school) may limit how much unredacted data can be provided.
To reduce the need for redaction, you could, for instance, expand the time period (e.g. to cover three cohorts of an annual training programme instead of one cohort) or the size of cohort of individuals you request data for (e.g. School instead of Subject or College instead of School). The People & OD Systems Team can advise how to usefully set these parameters.
What will you use the data for?
Data should be requested for a clear purpose, not just because it “would be useful to know/have.” Diversity data in itself – collecting, analysing, reporting it – is not the solution. What matters is how we use data for action. When you request data, please be clear with yourself and others how you will use the data to improve inclusion and diversity in research.
What will be provided?
Statistical representation of the data will be shared as Excel files. Where numbers for a data point fall below n=5, data will be rounded down to n=0 in reporting, in line with HESA (the Higher Education Statistics Agency) practice. Where data is already available, for instance in UofG Monitoring Reports, you may receive a link to that data instead.
Guidance on how the data provided may be used within and outwith the University of Glagow.
A statement on diversity data practice at the University that can be included in, e.g., external reporting.
The University’s adherence to General Data Protection Regulation (GDPR) may not permit certain sharing. The People & OD Systems Team can advise.
The data provided has to be handled and used in accordance with the GDPR principles and requirements. Data will only be shared with colleagues who have completed the relevant mandatory trainings on GDPR, Information Security, and Diversity in the Workplace.
Why is diversity data so sensitive?
Diversity data is information about someone’s identity, about who they are. This information can influence people’s actions towards others in ways that disadvantage and discriminate. Once someone else knows our identity information, or we know someone else’s identity information, we become vulnerable.
Everyday actions can exclude from opportunities, including in ways that may even appear considerate: “We shouldn’t suggest they apply for the REF panel, that’s too time-consuming for someone who cares for a disabled partner.”
Discrimination and exclusion have negative real-life consequences.
If we are being excluded or discriminated against, or if we are found to have excluded or discriminated against another person, our health and well-being, career, reputation or material circumstances will likely be negatively affected.
For the University as an institution there are legal, financial and reputational risks associated with diversity data.
Processes like the R&KE Diversity Data Request guard against these risks and vulnerabilities. They protect both the people who provide diversity data and the people who handle it.
We don't want to discourage the use of diversity data. We want users to be aware of the vulnerabilities and risks, and to find a balance between vulnerabilities and risks, and the improvements and benefits we can achieve by using diversity data for action.