FAQs

As part of our commitment to our core values of Quality, Equality, Access and Partnership, the People and Culture Equality Forum has launched three new employee networks. These groups will foster a supportive and inclusive environment where every voice is heard and valued.

An employee network is a group that meets regularly to provide a safe space for under-represented staff.

Members of any network can chat, share interests, and receive support. Employee networks offer an incredible chance to participate in providing feedback on eLearning, policy, organisation culture, events and a lot more as well. 

In the future, the employee networks will attend or organise events, attend meet and greet sessions, and get guest speakers in to talk with the group.

The group members define the aims and objectives of each network, which will be reviewed periodically.

This label is the lengthened version of "LGBT+".

We chose this acronym as it includes other identities within the community and has become the more widely used term over the last few years.

LGBTQIA+ stands for:
Lesbian, gay, bisexual, transgender, queer (or sometimes questioning), intersex, asexual, and more.

The employee networks are open to all employees within East Ayrshire Council. 

There are currently three employee networks available:

1. The Black, Asian, and Minority Ethnic Employee Network (BAME employee network.)
2. The LGBTQIA+ Network
3. Disability Employee Network

As these are safe-spaces provided for members or allies under each of the above groups we aim towards keeping this. However, we welcome guests seeking advice and feedback from our groups.

Don't see a group you'd like to join?

Feel free to send over your suggestion to equality@east-ayrshire.gov.uk ! 

Although we won't be able to accommodate everyone's needs, any suggestions are welcome as we continue to develop our employee networks. 

These networks were created as safe spaces for employees with protected characteristics, if there is a group you like to see and join, please let us know!

Not at all!

Participants can choose to attend if and when they want to. 

We know that not everyone will want to be part of a network or attend meetings, but we would still love to hear any ideas you have for activities or subjects for discussion. 

Additionally, if you would like to continue receiving agendas, polls, etc. without having to attend meetings, we can still add you to the network!

I can't attend meetings because of my job role:

Unfortunately, those with essential roles might find it hard to attend meetings. Services such as healthcare or teaching may not be able to release staff. 

Don't worry though - You can still join the network and participate. Your suggestions, votes, feedback and reviews are just as valuable as those who can make it in person. 

We can also adjust meeting times to suit members and will be looking into other forms of meetings in the future if needed.

You do not need to attend every meeting and you will remain part of the network unless you wish to leave it. You will still receive all communications such as discussion points or agreed actions so you don't miss anything.

If you are unable to attend:

Please send an email so we can keep track of numbers. 

There is no need to provide a reason why unless its important such as the chosen venue as being inaccessible (so we can fix that for next time.)

I have been denied by my service:

If you are denied access to an employee network, this should be raised so it can be looked into. Speak to your manager for clear reasons why you can't be released for the meeting.

Services are not required to release staff, however they shouldn't be putting barriers in the way. The only reason for not being able to be released would generally be short-staffed/no cover etc. 

If you require reasonable adjustments to help you attend the networks, please contact the below email:

equality@east-ayrshire.gov.uk

While the networks are designed with accessibility in mind, if there is anything that would make your attendance possible or more comfortable, please let us know.

Reasonable adjustments are changes that an organisation or employer must make to a workplace, service, or practice to remove or reduce a disadvantage faced by someone living with a disability.

This includes adjustments like the following:

• Acquiring or modifying equipment
• Modifying instructions or reference materials
• Changing procedures for testing or assessments
• Providing a reader or interpreter
• Providing supervision or other support
• Making adjustments to premises

This list is not exhaustive and more information can be found on the EHRC's Examples of Reasonable Adjustments in Practice guidance page.

Although the networks are made with accessibility in mind, we are constantly evolving and seeking feedback. If you face any issues accessing the networks, please email the below:

equality@east-ayrshire.gov.uk

AbilityNet has advice on making your device more accessible. 

Each windows computer also has in-built accessibility features accessible by pressing Windows key + U. 

Microsoft products also feature accessibility features found within Options > Accessibility.

All Employee Network blogs and meeting agendas/minutes will follow the Digital Accessibility Guidance for East Ayrshire Council.

In-person meetings use the recommendations as seen in the EAC: Delivering an Accessible Venue eLearning.

Meetings and Communications

• Physical Location: Each network meeting in-person is to be held in London Road Headquarters where there is lift access to the first floor. This ensures physical access to any potential room. 

If this this venue is unavailable, a suitable alternative must include a lift, larger meeting rooms, and nearby parking and bus routes.

• Online Meetings: Employee Networks have evolved to host online meetings as well, both for accessibility and to accomodate the schedules of all members. 

The "Closed Captions" feature of Microsoft Teams is currently being piloted and once available, this will be implemented in all online meetings.

Cameras and microphones are optional for all meetings to accomodate members who may feel uncomfortable speaking or being seen during meetings.

• Minutes and Agendas: Every meeting is minuted and an agenda is provided beforehand. These minutes follow the standard accessibility of public documents and is delivered in Word format for members to edit their own copies as they require. These are emailed to all members and showcased during each meeting through screenshare or an available monitor or board.

Employee Network Blogs

Each blog page use the following accessible formatting options:

Headings:

• Each new section will utilise the "headings" formatting to allow for easier tabbing through text. 
• It also emphasises it for users who struggle reading large amounts of text.

Paragraphs:

• Using paragraphs to break up large chunks of texts helps prevent overwhelming readers with information. 
• It also makes it easier for users who struggle reading large amounts of text. 

"Important:":

• Those with sight impairments sometimes find colour, bold, italics and underline useless. 
• To maintain emphasis on important information, this blog and network communications will use Important: followed by the important statement to highlight pieces of key information.
• You can find examples of this on the main page for this blog.

Embeded links:

• All links will be embeded within the text. This is to give context to all links for those with sight impairments.
• It also enables links to be searched using ctrl + F; if you are curious, try using this feature to find the "Digital Accessibility Guidance".

Alternative image text:

• All images used on this blog and network communications will have alternative text for users requiring screenreaders. 
• This alternative text describes what is happening in each image of importance. 
• Decorative images, such as icons, that provide no context will be marked as such.

Contrasting colours:

• All colours will be contrasting to their backgrounds. Black text on a white background, white text on a black background for example.
• Where this is not possible, such as on external imagery, a subtitle will be provided.

Word documents:

• Some PDFs are not accessible for screenreaders, or may have fonts that are hard to read for users with dyslexia. 
• To combat this, any shared communications will be provided as a Word document to allow members to use screenreaders or edit it themselves.
• Surveys are also available as word documents for those who may struggle with the survey format.

Surveys, Polls and other tools:

• Every survey will be available as a word document. If preferred, the survey can be conducted in person as well. 
• To arrange this, a contact will be provided within each survey, or simply email below with the survey name:

equality@east-ayrshire.gov.uk

Everybody has a fact about themselves that they would rather share at their own pace. There are many reasons why people feel like this, and it is not always a negative one.

We understand that membership of a network could reveal information we do not always want to share at once if at all.

However, if you experience any harassment, bullying, victimisation, or discrimination based on a perceived characteristic, association with, or attendance of employee networks: this must be reported immediately.

East Ayrshire Council does not tolerate any discrimination, harassment or bullying and any behaviour of an unwanted conduct should be reported and will be handled appropriately.

To honour this, all information on members that the network receives will remain entirely private. This also includes any information shared within network meetings.

All communications through email will be sent with BCC. This keeps everyone's contact details private from each other and anyone else the email is being sent to; such as a guest speaker.

Other than the employee network organisers, your personal details won't be shared and other members within your network will only know your name and nothing else unless you tell them.

It is also expected that each member honours this rule of privacy and helps keep anonymity of others. Even if it seems trivial, or you are confident in your own identity, others might not feel the same.

This blog is managed by the HR Graduate Intern (Equalities and Diversity) and is moderated by the Workforce Support Officer.

EngagementHQ has its own Moderation Policy, the highlighted section details User's responsibilities on the site.

The Code of Conduct Policy has been developed by the Council taking account of COSLA’s National Code of Conduct for Local Government Employees. 

The Use of Social Networking Media section of the above policy is especially important for staff members using this site.

• This section of the Code provides guidance on the use of social networking sites to ensure that employees are aware of the consequences of any potential misuse.

The Dignity at Work Policy is part of the Council's aim to develop and maintain a culture whereby employees are treated with dignity, respect, tolerance and support. 

A culture that empowers employees to come forward with concerns. The aim is to ensure a harmonious working environment where employees: 

• treat each other with dignity, 
• respect each other’s right to express opinions, and 
• do not bully, harass, victimise or discriminate against another employee through any type of demeaning behaviour. 

The policy aims to ensure a zero-tolerance approach to bullying, harassment, victimisation and discrimination.

This policy applies to all employees and workers of East Ayrshire Council.

The policy applies not only in the workplace but in any work-related setting outside the workplace, e.g. business trip and work-related social events.

The Social Media Guidelines act as a framework to enable employees to safely and appropriately use Social media. 

These guidelines cover the Employee Network Blogs as well as providing helpful information on best practice.