Disability Sport Wales' Recruitment Policy

Table of Contents

1. Commitment to Diversity
2. Purpose of the Policy
3. Scope
4. Core Principles
   4.1. Disability
5. Selection and Recruitment Procedure
   5.1. Planning
   5.2. Job Description and Personal Specifications
   5.3. Advertising 
6. Processing of applications
   6.1. Short-listing
   6.2. Selection for interview
7. Selection processes
   7.1. Interview Process
   7.2. Contacting Referees
   7.3. Making the appointment
8. Induction
   8.1. Induction programming
   8.2. Probation
9. Retention in role post-probation
   9.1. Commitment to Retention
10. Termination of employment
11. Monitoring
12. Responsibility

Appendix 1: DSW Policy Flow Diagram

1. Commitment to Diversity

Federation of Disability Sport Wales (FDSW) consider diversity to be about recognising, respecting and valuing different experiences, perceptions, cultures, lifestyles and approaches based on membership to groups who share protected characteristics (including race; ethnicity; religion, faith or belief; sex; gender identity; sexual orientation; impairment; marital status; parental status; age; political affiliation; and first language). 

The FDSW values diversity because it enables high-quality discussion, planning, development and practice;   and is committed to creating diversity in the workforce, leadership team (including Board), and membership in order to grow its successes as a creative, innovative, dynamic and inclusive organisation. 

The fit and flow of DSW Policies are identified in Appendix 1: DSW Policy Flow Diagram, and highlights the approach DSW takes to diversity, equity and equality through its policies and therefore processes.

2. Purpose of the Policy

The purpose of this Recruitment Policy is to ensure that the FDSW always engage in recruitment practice which:

• safeguards and protects the welfare of individuals involved with DSW programmes
• ensures diversity in the workforce
• puts in place a process which retains and values staff through a professional approach
• is equitable, inclusive, accessible, and fair in process

3. Scope

This Policy extends to all aspects of policy, procedure and practice related to selection and recruitment.  All FDSW staff who are involved with the advertising of posts, selection of potential employees and their recruitment should be aware of the Policy and ensure that they follow the processes identified within it.  Ultimate responsibility for this rests with the Executive Director.

4. Core Principles

• A commitment to ensuring access to information relating to new positions within the organisation, selection and recruitment processes, and appointment into those roles are open to everyone, and provides a fair, equitable and efficient experience to all candidates regardless of appointment outcome.
• Recruitment, shortlisting, promotion, and other selection exercises such as redundancy selection will be conducted based on merit, against objective criteria that avoid discrimination.  All such procedures will be subject to a FDSW Equality Impact Assessment (EIA).
• The FDSW believe that everyone has the right to apply for, and gain employment within an organisation which actively promotes equality of opportunity, and provides a culture free from discrimination, harassment and victimisation.
• That diversity and equity is clearly valued and celebrated within the FDSW
• Appointments will be made based on individual skills and competencies, the most appropriate person for the role will be appointed without prejudice.  The FDSW will always provide opportunity for applicants to identify equitable practice throughout the selection and recruitment process in order to ensure that everyone is afforded the same opportunities within selection, interview, and appointment. 
• The FDSW is a Disability Confident Employer and will make all reasonable adjustments and positive action to promote opportunities to all communities.
• The FDSW staff involved with the selection and recruitment process will ensure that the process is conducted in an inclusive, equitable, profession, timely and responsive manner, and in compliance with all associated employment and equity legislation.
• All personal information and data acquired through the selection and recruitment process will be treated confidentially, and in accordance with Data Protection legislation, and the FDSWs Information Sharing Protocols.
• Maintaining the currency, application, and best practice of recruitment practices is fundamental, and the FDSW will ensure that policy and processes are consistently updated, and that new ideas and approaches are reflected.
• The key to ensuring a safe environment for physical activity, including sport, within a recreational or competitive context is to guarantee robust selection and recruitment practices.  Guidance and legislation linked to safeguarding and welfare will be reflected within FDSW processes.
• Where identified, the FDSW staff will be provided with the opportunity for initial and ongoing training relevant to selection and recruitment. 
• All forms, advertisements and information will be provided in English, Welsh and BSL, and all applicants will be invited to make their applications in either English, Welsh, or BSL.
• Alternative and accessible formats for all recruitment information will be provided where required.

4.1 Disability

• As a Disability Confident Employer all disabled people who apply for a post within the organisation will be short listed provided they meet the minimum criteria for the post
• If you are have an impairment or acquire an impairment whilst employed by the FDSW, we encourage you to tell us about this so that we can support you as appropriate.
• If you experience challenges at work because of an impairment, you may wish to contact your line manager to discuss any reasonable adjustments that would help overcome or minimise these challenges.  Your line manager may wish to consult with you and your medical adviser(s) (if relevant) about possible adjustments.
• We will never knowingly use facilities or premises which place anyone with an impairment at a disadvantage in terms of access and freedom of movement within the space.​​​​​​

5. Selection and Recruitment Procedure

There are several key stages involved with the safe, diverse, equitable and professional selection and recruitment of staff into new roles.  This Policy identifies the fundamental processes; the detail underpinning each stage is included within DSW Recruitment Processes.

5.1 Planning

• Justification for the new role will be formally made to the FDSW Board of Trustees and linked to the FDSW’s core strategic direction and fully-costed. 
• The recruitment of new staff will be based on the needs of the FDSW for specific skills, competencies and knowledge, and will additionally reflect the FDSW’s commitment to the representation of a diverse workforce in order to best provide disability sport, and sport for disabled people to all those who wish to be involved.
• The planning of all materials (job description, personal specifications) linked to recruitment will receive an Equality Impact Assessment (EIA), and where necessary a full Equality Impact Assessment (fEIA) will take place in order to ensure that the role is appropriate and accessible to any potential employee.

5.2 Job Description and Personal Specifications

• Each Job Description will be accompanied by a Personal Specification for the role which will include explicit reference to the essential and desirable skills, qualifications, knowledge and experience linked to the post.

• The identification of the Personal Specifications will not indirectly discriminate against groups who share protected characteristics.

5.3 Advertising

• Vacancies will be advertised to a diverse section of the labour market, and the FDSW will take positive action to advertise new positions within press, media or other recruitment sources which are targeted at communities identified as sharing a (or a number of) protected characteristics.  All posts will be advertised through equity-focused (sport) partners including:

  Sport Partners
  Sporting Equals: www.sportingequals.org.uk/about-us/contact-us.html WCVA: www.recruit3.org.uk/ Welsh Sports Association: www.wsa.wales/vacancies/   Sport Wales: www.sport.wales/careers/ UK Sport: https://jobs.uksport.gov.uk/ Women in Sport LGBT+ Sport Cymru
  Non-Sport Partners
  Disabled Workers: www.disabledworkers.org.uk/careers/employers/default.asp  Charity Jobs: https://www.charityjob.co.uk/  Find a Job website: www.gov.uk/advertise-job Diverse Cymru: https://diversecymru.org.uk/vacancies/  Evenbreak: www.evenbreak.co.uk/en  Disability Job Site: www.disabilityjobsite.co.uk/

   

• All roles will be advertised including a diversity and equity statement which will additionally highlight that the FDSW are a Disability Confident committed employer
• All advertising will be bilingual, and applicants will be invited to request further role information, and submit their application, in a language and format which best suits their need.
• Advertisements will not stereotype or use wording that may discourage groups from applying. They will include a short policy statement on equal opportunities and a copy of this policy will be made available within the recruitment pack.
• Where relevant and appropriate FDSW staff subject to redeployment will be given access to vacancies prior to them being advertised more widely.
• The FDSW will comply with all the Rehabilitation of Offenders legislation.
• Any staff occupying temporary roles within the FDSW which are then subsequently advertised as permanent positions will need to apply for the position when it is advertised.
• In certain situations, the FDSW may use a Recruitment Agency to manage the selection and recruitment process for vacancies. The FDSW will ensure that any Recruitment Agency used demonstrates best practice regarding diversity and equity.
• All application forms will be accompanied by an Equity Monitoring Form, which will be separated from the main application form on receipt and asks for information relating to membership of communities sharing individual or multiple protected characteristics.

6. Processing of applications

6.1 Short-listing

• All applicants will be notified within 48 hours, in the format by which they submitted their application, of receipt of their application
• A short-list will be complied after the application deadline and will involve at least 2 individuals associated to DSW with the relevant skills, knowledge and experience to undertake this.
• Shortlisting will be done by more than one person. Our recruitment procedures will be reviewed every two years to ensure that individuals are treated based on their match against pre-identified values and competency-based criterion.
• Identification of the short list will be made by measuring the information provided within the application against the criteria identified within the role and personal specification.  
• The short list will be compiled no more than 10 days after the application deadline.

6.2 Selection for interview

• Short listed applicants will be given 7 working-days’ notice of the interview date.
• All applicants who are invited for interview will be notified in writing (or other format as requested), and via email (if email addresses are available), with information about the date, time and venue for the interview, as well as details of any specific tasks they may be required to prepare for, or presentations which may need to be made as part of the interview process.
• The FDSW may provide alternative interview dates under extenuating circumstances.
• If candidates have identified that they have any specific learning or delivery requirements then the FDSW will contact the individual to identify what (if any) specific equipment or resources are needed, and if extended time is required to complete the interview process.
• All modifications to the interview process will be made at the discretion of the FDSW, in line with the FDSW Equity Policy, equal opportunities, and in conjunction with the applicant.
• Where digital technology is used within the recruitment process, we will always ensure that this does not disadvantage the applicant.

7. Selection processes

7.1 Interview process

• Job applicants should not be asked about health or impairment/disability before a job offer is made. There are limited exceptions which should only be used with Human Resources approval. For example:
  • Questions necessary to establish if an applicant can perform an intrinsic part of the job (subject to any reasonable adjustments).
  • Questions to establish if an applicant is fit to attend an assessment or any reasonable adjustments that may be needed at interview or assessment.
  • Taking positive action to recruit disabled persons.
  • Equal opportunities monitoring (which will not form part of the decision-making process).

• Where necessary, job offers can be made conditional on a satisfactory medical check.

• The interview process will vary depending on the nature of the role the individual is applying for, but it may include:
  • A discussion including questions posed by a panel of individuals representing the FDSW
  • A presentation given by the candidate to the panel (face-to-face or virtually)
  • A task or series of tasks, relevant to the job role posed by the panel, and completed within a specific time frame. This may incorporate technical, technological or practical-based activity
  • A group activity, either with other applicants for the same role, or with individuals identified to carry out the activity on behalf of the FDSW.
  • Presentation of a portfolio of work, etc
• Job applicants will not be asked questions which might suggest an intention to discriminate on the grounds of a Protected Characteristic.  For example, applicants will not be asked whether they are pregnant or planning to have children.  Applicants will not be asked about matters concerning age, race, religion or belief, sexual orientation, or gender reassignment without the approval of Human Resources (who should first consider whether such matters are relevant and may lawfully be considered).
• The FDSW are required by law to ensure that all employees are entitled to work in the UK. Assumptions about immigration status should not be made based on appearance or apparent nationality. All prospective employees, regardless of nationality, must be able to produce original documents (such as a passport) before employment starts, to satisfy current immigration legislation. The list of acceptable documents is available from UK Visas and Immigration.
• All candidates will be notified of the approximate duration and schedule of the interview process in their initial interview invitation letter.
• Candidates will be contacted and offered the job, or with feedback outlining why they had been unsuccessful, as soon as possible after the interview process. If there are multiple interview process dates, the applicants will be aware of the range of dates and will be notified as soon as possible after the final interview.

7.2 Contacting Referees

• Any offer will be made subject to receipt of satisfactory references, to include character references as to honesty and integrity as well as professional references.
• References will be sought as soon as the FDSW have received written confirmation from the successful applicant that they are accepting the post.
• The FDSW will require a minimum of two references, one MUST be someone who you have worked or volunteered for.
• References will always be taken up by the FDSW, and no job offer is finally confirmed until the references are received, and the accuracy of the information given by the successful candidate through the interview process can be confirmed.
• All references are confidential; however, a candidate may request to see the reference provided by their referee.  The FDSW will always make this information available to them.
• If the role includes regulated activity for which a DBS check is required, the applicant will be informed that DSW reserve the right to retract their offer of employment if there is inappropriate levels of risk identified through their Welfare processes, or if the FDSW are legally prevented from using the individual within regulated activity because they are on the Adults or Children’s barred list.

7.3 Making the appointment

• On receipt of appropriate references and on confirmation from the individual who has been offered the role within the FDSW, the successful applicant will be offered a start date/a start date will be agreed and sent a contract for signing.
• If there are Access to Work requirements, then the FDSW will work with the successful applicant to ensure that appropriate resources and support are provided from the start of their appointment.
• Part-time and fixed-term staff should be treated the same as comparable full-time or permanent staff and enjoy no less favourable terms and conditions (on a pro-rata basis where appropriate), unless different treatment is justified.

7.4 Privacy notification

• We will hold all application data in accordance with our Information Retention Schedule.  Information provide by all applicants who have not been short-listed will be securely deleted within 5 days of the first stage of interviews.  This will enable contact to be made with individuals who may be on the long-list where short-listed applicants have withdrawn prior to interview.

• Data from applicants who were not appointed to the posts will be securely deleted within 5 days of the appointed applicant signing and returning their contract.  This time will be used to enable (where appropriate) other applicants to be offered the role should any initial job offer by another candidate be declined.

• The FDSW will only use your information to:
  a)  Contact you with information about the next step in your application.
  b)  Perform equality monitoring on its job application processes.

8. Induction

8.1 Induction programming

The FDSW provide a comprehensive induction programme which will be managed by the new staff member’s line manager.  This will include:

• Orientation to the building in which the new staff member will be housed
• Fire and emergency exit information relevant to the building, and access requirements of the new employee
• Orientation to the DSW Staff Handbook
• Orientation to the DSW Health and Safety Policy
• Disability inclusion training
• General Equality training (provided through external contacts)
• Job-specific information and orientation
• Work programming and the development of a personal work programme
• Safeguarding and Welfare training and orientation to the DSW Welfare Policies and toolkits
• Orientation to the DSW Equity Policy
• Work programming​​​​​

8.2 Probation

The FDSW apply a six-month probationary period to all new appointments.  Progress and performance against the essential characteristics of the role (as identified in the personal specifications) will determine whether the probation period is extended, or whether the probationary period is confirmed, and the member of staff made permanent.

9. Retention in role post-probation

• DSW recognise that retaining high-quality, effective and valued staff is essential; and promotes consistency in partnership working, a reason to invest in training and continuing professional learning, and therefore an increasingly highly skilled, innovative and respected workforce.
• Training needs will be identified through regular staff appraisals. All staff will be given appropriate access to training to enable them to progress within the organisation and all promotion decisions will be made based on merit.
• Workforce composition and promotions will be regularly monitored to ensure equality of opportunity at all levels of the organisation. Where appropriate, steps will be taken to identify and remove unjustified barriers and to meet the special needs of disadvantaged or underrepresented groups.
• Our conditions of service, benefits and facilities are reviewed regularly to ensure that they are available to all staff who should have access to them and that there are no unlawful obstacles to accessing them.

9.1 Commitment to Retention

• DSW recognise that there will be specific challenges for individuals who are members of groups who share protected characteristics regarding the work environment.  During the iEIA on this policy the following commitments were identified (linked to identified, common challenges) and policies referenced to identify how retention can be supported by proactively addressing these common challenges.
• In order to ensure staff retention DSW commit to the following, and have policy in place to support these commitments:

• The FDSW take a strict approach to breaches of this policy, which will be dealt with in accordance with our Disciplinary Procedure. Serious cases of deliberate discrimination will amount to gross misconduct resulting in dismissal.

• If you believe that you have experienced discrimination you can raise the matter through our Grievance Procedure or through our Anti-harassment and Bullying Policy as appropriate. If you are uncertain which applies or need advice on how to proceed you should speak to your line manager or, if this is not possible, the Executive Director.  Complaints will be treated in confidence and investigated.

• There must be no victimisation or retaliation against staff who complain about discrimination. However, making a false allegation deliberately and in bad faith will be treated as misconduct and dealt with under our Disciplinary Procedure.

10. Termination of employment

• We will ensure that redundancy criteria and procedures are fair and objective and are not directly or indirectly discriminatory.
• We will also ensure that disciplinary procedures and penalties are applied without discrimination, whether they result in disciplinary warnings, dismissal or other disciplinary action.

11. Monitoring

To ensure that this policy is operating effectively, and to identify groups that may be underrepresented or disadvantaged in our organisation, we monitor applicants' ethnic group, gender, disability, sexual orientation, religion and age as part of the recruitment procedure. Provision of this information is voluntary, and it will not adversely affect an individual's chances of recruitment or any other decision related to their employment. The information is removed from applications before shortlisting and kept in an anonymised format solely for the purposes stated in this policy. Analysing this data helps us take appropriate steps to avoid discrimination and improve equality and diversity.

All recruitment processes will be monitored through the following processes:

• ­Questionnaire follow-up with appointed individuals regarding the process, support, and practices within their recruitment experience at the FDSW
• Comparison of the FDSW processes, practices and policies against those of other similar UK organisations, and other NGBs within Welsh sport
• ­Checking of currency of policy and procedure against legislation and guidance relating to good, equitable recruitment practices
• ­Sign off policy through the FDSW legal advisors, Dolmans
• ­Endorsement and sign off the Recruitment Policy on an annual basis by the FDSW Board
• ­Equality Impact Assessment completed (April 2022).  Date of next review: April 2024.

12. Responsibility

It is the responsibility of all staff involved with recruitment processes to ensure that best practice is observed throughout the advertising, appointment and induction of all new staff to the FDSW; and to ensure that they are appropriately prepared and skilled in areas of recruitment practices and equal opportunities.  Ultimate responsibility for the currency, appropriateness and application of the FDSW Recruitment Policy rests with the Executive Director of the FDSW.