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DIVERSITY IN THE PUBLIC APPOINTMENTS PROCESS IN SCOTLAND

SECTION THREE ROLE AND PERSON SPECIFICATIONS, ADVERTISING, INFORMATION AND APPLICATION

3.1 This section presents the findings relating to diversity in the next stages of the process: the preparation of role and person specifications, advertising, information and application.

THE PROCESS

3.2 There is some guidance provided to participants about equality/diversity considerations at these early stages of the public appointments process. The Commissioner's Code of Practice outlines a number of procedures which must be followed, and these include: the review of role and person specifications when a post becomes vacant; the identification of selection criteria which do not discriminate unlawfully against any groups; publicity for the post, reaching out to a range of groups as required in an effective and proportionate way; the potential use of methods other than advertising; the provision of information packs to all candidates and the potential for departments to design their own application forms. The Cabinet Office guidance also states that the preparation of role and person specifications:

"… is a vital part of the process and one of the key moments when you need to consider diversity."

3.3 The draft PAT guidance material also makes a number of good practice suggestions which are relevant to these stages of the process (although it should be noted that this had not been finalised at the time of this research).

Current practice

3.4 In terms of current practice in the rounds examined, the research found that role and person specifications were produced in all cases, and reviewed in most of the rounds. This was done primarily by the sponsor teams, but sometimes with the NDPB representative and/or senior Scottish Executive staff but with little involvement by the Independent Assessors. These documents often already existed, leading to a straightforward process of review, often with only minor changes.

3.5 Advertising and publicity were found to be largely undertaken by the Scottish Executive sponsor team, often with some involvement of the NDPB representative (and Independent Assessors in nearly all cases stated that they checked the advertisements for compliance with the Commissioner's Code of Practice). Again, the advertising process was found often to be relatively routine, using means and materials from previous appointments.

3.6 The main means of publicising posts in the rounds examined was through advertisements in national newspapers (sometimes supplemented with local newspapers), although there was also evidence of use of professional journals, the seeking of nominations and circulation of material to other organisations. Vacancies were also placed on the Public Appointments in Scotland website.

3.7 Potential candidates in all of the case studies were sent (or were able to obtain) further information. The information was identified and provided by the sponsor team and included, most commonly, the role and person specification, application form and OCPA complaints leaflet. Beyond this, the nature of additional information varied, including, in some cases, supplementary information about the post/organisation, annual reports (and accounts), web addresses or suggested publications.

3.8 All of the candidates were required to complete a written application for the posts and the sponsor teams generally used standard application forms (sometimes with slight amendments to meet the needs of a particular organisation). There was some variation in teams' approaches to curriculum vitae (CVs), which could be accepted at the time this research was carried out. Some respondents believed that people had been "encouraged" to send these, while others noted that they had the "option" to do so, or sent these unprompted. Sponsor team members and Independent Assessors noted that they were included with many applications.

Equality/diversity issues in the process

3.9 There were mixed views in the specific rounds examined about whether, and how, the processes followed at these stages might have had an impact on participation in public appointments by under-represented groups. Many of those involved (e.g. most of the sponsor team members, Independent Assessors and NDPB representatives) did not believe that the role and/or person specifications would have had an impact on their participation. Similarly, most of those involved in the specific appointments rounds did not believe that the advertising/publicity which had been undertaken affected this, with a common view that:

"I think that most, if not all, groups had an equal chance to see the job adverts, via the various publications used".

3.10 A similar pattern was found with perceptions of the impact of the background material and application forms, with few of those conducting the processes suggesting that this would affect participation.

3.11 Amongst candidates themselves, a high proportion believed the role and person specifications to be helpful and most also considered the additional information appropriate (although it should be borne in mind that these were candidates who did participate). The majority found the content/language of the advertisements to be appropriate and most also believed that the application process had been explained to them, with the application form easy to understand and complete, and appropriate for the post.

3.12 Although these views were the most prevalent, some sponsor team members, NDPB representatives, Independent Assessors, senior staff and candidates did believe that the materials used at these stages of the process may have affected participation by under-represented groups ¹³ and some identified a number of perceived barriers in their own rounds. Additionally, many suggested more general barriers to participation (although not necessarily in the rounds examined) which were supplemented by the views of "other" respondents and equalities organisations, commenting more generally on potential ways in which the public appointments process could constrain participation. In the context of the development of the diversity strategy, these suggestions will assist in the identification of good practice for the future, and the focus of the remainder of the section is on these, whilst recognising that the majority of participants considered the rounds examined to function well.

3.13 A small number of those involved in conducting appointments processes identified barriers in the role and person specifications. Additionally, over 70% of "other" respondents and many equalities organisations identified general barriers at these stages. Senior staff respondents in almost half the cases, NDPB representatives in more than half, and candidates in more than a third believed that advertising may have had an impact on application by under-represented groups (a view shared by 89% of "other" respondents and by equalities organisations). Even amongst many of those who believed that this stage had been effective in their own round, several also made general comments about how this could create barriers. In terms of additional information and the application process, although only a small number of those conducting the processes believed that this might impact upon participation by under-represented groups, a number of other issues were also raised by those outwith the specific rounds and by specialist organisations.

PERCEPTIONS OF BARRIERS TO PARTICIPATION/DEVELOPING PRACTICE

3.14 A range of barriers were identified, some of which were experienced in specific rounds and some highlighted more generally. There were also examples of ways in which particular rounds took positive action to overcome these, with suggestions at each part of the process. The barriers and action identified most commonly are discussed below.

Consideration of equality/diversity issues and the use of positive statements

3.15 Overall, the absence of specific consideration of equality/diversity issues in the process and the lack of provision of specific encouragement to under-represented groups was identified as a potential barrier. It was suggested that the absence of these basic considerations could impact upon the whole process and could lead, for example, to the use of inappropriate materials/methods. It was also noted that a lack of positive encouragement could lead to the perception that these appointments are not relevant to under-represented groups.

3.16 Comments suggested that consideration of these issues was not yet undertaken systematically and to the same extent across all cases, but that there was some variation in practice. For example, in the rounds examined, the absence of detailed consideration of equalities issues, or the absence of positive encouragement was highlighted (by a small number of respondents in each case) as a potential barrier to participation in three of the case studies (by respondents including an NDPB representative, candidates and sponsor team members) and in three of the postal survey processes. It was also raised as a more general potential barrier by many "other" respondents and equalities organisations.

3.17 Examples of the specific issues raised included that a sponsor team member in one of the case studies suggested that there had been "nothing much done" to address diversity, or that there was "nothing to put people off, but nothing to inspire them either". A candidate and sponsor team member also suggested that an "absence of positives" might have affected application.

3.18 However, there were also examples in which there had been discussion of diversity issues at an early stage and sponsor team members in most case studies believed that diversity issues had been considered. Specific examples included one round in which the need to "bring in as wide an audience as possible" had been identified from the start. Another respondent reported a high level of awareness of the need to ensure an appropriate mix on boards and one of the Independent Assessors suggested that there had been "a little bit [of discussion of this] on the day". A panel member also suggested that they had been instructed "just to be aware of it [the need for diversity]" and Independent Assessors identified, in two cases, the outcomes (in terms of applications received) as being indicative of an inclusive process.

3.19 It was also noted that the following positive statements are generally used in advertisements:

"The Scottish Executive is committed to the principle of equal opportunities and to the principle of public appointments on merit with independent assessment, openness and transparency of process."

3.20 Several candidates indicated that they remembered these provisions in the advertisements (although one also noted that the equalities statement was now so familiar that it may not be noticed) and the Equality Unit noted that the wording of such a statement requires careful consideration, in order not to appear "tokenistic". In one case study, a candidate also stated that the advertisement had made specific reference to providing support with childcare. In addition, although not highlighted often, the inclusion of positive statements in role and person specifications was identified by one case study respondent and one Independent Assessor in the postal survey. It was also noted that a "template" covering letter to candidates which is now included in the revised PAT guidance contains a positive statement about the Government's commitment to equality.

Level and clarity of information

3.21 The level and clarity of information provided at these stages of the process was also identified as a potential barrier to participation by under-represented groups, particularly where there was insufficient, inappropriate or unclear information. For example, many respondents noted that under-represented groups might be deterred from application where they were unable to identify the requirements of a post or how they might contribute to it.

3.22 In the specific rounds examined, the level and clarity of information was highlighted as an issue by a small number of respondents in each case study as well as in 10 of the postal processes (generally by candidates, but also including an Independent Assessor). It was also raised frequently as a potential barrier by "other" respondents and equalities organisations.

3.23 Examples of issues raised in the rounds examined included the suggestion that a role specification had been very broad or there had been missing information. This was the most common criticism of the application material by candidates in the postal survey and there was only one case study in which all candidates believed that the information provided had been sufficient, with a proportion of candidates in every case study who identified ways in which the information could have been improved.

3.24 Suggested areas in which further information could have been provided included: the selection criteria; background details about the organisation; the requirements of the post; new developments in the organisation; support provided and details of the time commitment. As one respondent stated, for example:

"Nobody mentions the level of time that is involved - there is always an understatement of this and it is unreasonable and misleading."

3.25 Additionally, one candidate suggested that the role and person specification had not been sufficiently clear in their case about the need for candidates to be politically aware. (As well as gaps in information, however, it was also recognised that the provision of too much supporting material could also be off-putting for under-represented groups.)

3.26 Several postal survey candidates and "other" respondents, commenting more generally, also noted that there may not be sufficient information in an advertisement about an organisation, its mission, aims and priorities, and that this may not be sufficiently explicit about the skills/qualifications sought (and may not encourage informal enquiries to clarify this). Two candidates stated specifically that they would not have applied for their posts on the basis of the information in the advertisement alone.

3.27 There have been some recent developments to address the clarity of information at all of these stages and the guidance provides an indication of the details which should be included. Person specifications, for example, now include both "essential" and "desirable" skills, making the basis of selection clearer. The Equality Unit also noted that general work has been undertaken to make the documents more welcoming and the PAT suggested that recent developments will have a positive impact in the future, as the team now scrutinises all the documentary materials (role and person specifications, advertisements and other material). Since February 2003 (although subsequent to the processes examined in this research), the distribution of additional information has also been carried out centrally, using a call centre.

Content of information and skills/criteria specified

3.28 A further commonly identified potential barrier was the nature of skills sought and the selection criteria for an appointment. It was noted, for example, that role and person specifications and advertisements could be unnecessarily specific/demanding and may:

• Fail to recognise the relevance of skill-sets of different groups (particularly under-represented groups, who have different skills to offer).
• Fail to recognise the contribution that some groups can make, or undervalue some types of skills (e.g. those traditionally associated with women) and give the impression that a much more specific set of skills is required than is actually the case.
• Prioritise some backgrounds (for example professional/business experience, which people from under-represented groups are less likely to have) over other forms of experience (again making it less likely that these groups can participate).
• Focus on attributes such as "committee skills" (which exclude those who have not been involved in this way, and those with potential to develop these skills).

3.29 In the rounds examined, issues relating to the content of information and skills/criteria specified were raised by some respondents in each case study (and in more than half of the rounds in the postal survey). This was highlighted most often by candidates, but also recognised in individual rounds by a small number of sponsor team members and NDPB representatives. Many respondents (including "others" and equalities organisations) also raised this issue more generally.

3.30 Examples were given in relation to role and person specifications and to advertisements. Some respondents in each case study considered that the role and person specifications did not reflect the requirements of the post. Candidates in one particular round suggested that the role and person specification had implied the need for specialist experience which was not required. In a different round, another candidate suggested that the role specification had focused heavily upon financial skills rather than experience, while another believed that the person specification was "over-described for the post". The difficulties of demonstrating the ability to meet some criteria, where a candidate had not been on a board before, were also highlighted. Another suggested that, in their case:

"there was no room for those who haven't got work experience from this country".

3.31 One candidate noted that a specification that meetings took place in the central belt would have deterred rural applicants. There were also examples of advertisements implying "onerous" responsibility, as well as focusing on the need for substantial experience, travelling, evening/weekend work and qualifications/previous experience, which may have deterred some potential applicants. The impact of the specification of unnecessary criteria upon application was summarised by one of the candidates as follows:

"As a woman, I am inclined to take the view that one should not progress an application unless all the essential criteria and all/most of the desirable criteria are met. Men don't seem to have any such hang up."

3.32 However, there were also examples in some cases of the consideration of diversity issues in the identification of the skills required. One NDPB representative noted that their role specification had been re-written specifically to ensure that it was clear that senior management experience was not necessarily required. Another post had involved detailed consideration of ways of encouraging appropriate applications from people from minority ethnic groups. In a small number of cases, there had been consideration of the wording of application forms to make it clear that that account would be taken not only of experience of working life, but also of other forms of experience.

3.33 Again, more recent developments are likely to assist in addressing these issues in the future, as the scrutiny of documents by the PAT includes the examination of the skills and criteria specified, with sponsor teams encouraged to include non-traditional skills.

Language/content

3.34 A further broad area in which potential barriers to under-represented groups were identified centred on the use of language and overall content of documents provided. Such issues were raised in relation to all of the documents used in appointments (role and person specifications, advertisements, the other information and application forms). It was suggested that language could be too formal, dull and "closed", too complex (e.g. in referring to concepts which might not be understood by applicants) and too jargonised.

3.35 One equalities organisation observed that, in general, while the public appointments documents may be "friendly" to civil servants, they are less accessible to others. While it was recognised that some public appointments require postholders to have a particular level of understanding of language and concepts, it was also noted that many candidates who could otherwise cope with the demands of a post might be deterred by such material. It was also noted that documents tended to be in high level English and a specialist equalities organisation suggested that this may be inaccessible to British Sign Language users. Additionally, it was noted that language could give the impression that appointments were aimed at a particular group of people, for example:

"if the job description contains language which tends to suggest, even if it does not overtly say so, that it is designed to attract an applicant of a particular sex or race."

3.36 Language issues were raised in several of the specific rounds examined, including all of the case studies and more than a third of postal processes (albeit by small numbers in each case). It was raised particularly by candidates, but also by sponsor team members, an Independent Assessor and an NDPB representative. It was also one of the general issues raised most frequently by "other" respondents and specialist equalities organisations.

3.37 Specific examples included the suggestion by several respondents in the postal survey that the language used in role and person specifications had been "HR jargon". A senior staff member in a case study also suggested that an advertisement had been "very formal and wordy, intimidating and unattractive" (an issue also raised by several candidates and an Independent Assessor). One postal survey candidate noted that the advertisement for their appointment "sounded very establishment, despite assurance all applications welcome." One of the case study candidates noted that the use of gender-specific language in their background material may have deterred women, and a small number of postal survey candidates suggested that the content of the role specification had implied that a particular type of person was being sought. It was suggested that this could be compounded by the impression given of an organisation within supporting material, and an NDPB representative in one postal round suggested that:

"it would be clear that [the organisation] at present is largely middle aged/elderly; middle class and white."

3.38 As with other potential barriers, however, it was also found that some rounds had taken steps to address these issues. One sponsor team member noted that a specific attempt had been made to make an advertisement as simple and clear as possible, taking out any text that might have created barriers. A postal survey candidate also noted that the advertisement for the post for which they had applied had been worded "clearly and openly". It was also pointed out that the scrutiny of documents by the PAT (which was not in place at the time of the research) now includes examination of language, thus reducing the potential for such barriers.

Format

3.39 An issue linked closely to language was the format of documents; and this too, was identified as a way in which the appointments process could present potential barriers to some groups, making information inaccessible to them. This issue was noted in all of the case studies (and recognised by a number of sponsor team members) as well as being raised in around a third of the postal rounds (by a small number of candidates). It was also highlighted by specialist equalities organisations and by "other" respondents.

3.40 Examples provided of these potential barriers included that those using British Sign Language (BSL) would be excluded by current advertisements, and written advertising would be inaccessible to visually impaired people. The use of the website assumes the ability to read a screen and a postal survey candidate suggested that the use only of English could also have deterred some potential applicants. In one particular case study, it was also suggested that the advertisement should have been made available in Gaelic as well as in English and one case study respondent noted that some potential candidates may be able to speak English well, but not to write it on an application form.

3.41 Again, however, some positive developments have taken place since the research was completed, and the PAT guidance now suggests that teams must be prepared to respond to requests for information in varied formats, acknowledging that these documents can contribute to promoting diversity and listing a number of "key requirements".

Location and targeting of advertisements/publicity

3.42 A further common issue raised was the location of advertisements, with the suggestion that traditional methods would reach only those who were already well-informed about public appointments.

3.43 Issues relating to the location and targeting of advertisements/publicity were raised by a wide range of respondents, and this was the issue identified most commonly amongst those responsible for conducting the processes. It was raised as a specific issue in two of the case studies and in more than a third of postal processes, and many more suggested generally that advertising and publicity may not always be wide enough to attract a range of candidates (a view supported in the comments of "other" respondents and specialist equalities organisations). This was the single issue raised most frequently by the "other" respondents.

3.44 Many examples of potential barriers were offered. There were a number of criticisms of the use of newspaper advertising (particularly the use of national broadsheets, which were not seen to be the best means of reaching under-represented groups) with the result that, as one of the sponsor team members suggested:

"at the moment it's coming up with the usual suspects".

3.45 There were comments about the location of advertisements within the "situations vacant" sections of newspapers making it unlikely that these will be seen by people who are not looking for jobs (unless they are already aware of the public appointments process).

3.46 The lack of targeting of specific groups was also identified as a potential barrier, both where this did not take place, and where organisations which received information may not have had the time nor the resources to distribute information further.

3.47 However, there were also some examples of the development of good practice in advertising, such as the use of the "Big Issue" and "Third Force News" to publicise appointments. In one postal survey round, an NDPB representative noted that a meeting had been held to identify a wide range of publications, including those read by under-represented groups. One NDPB representative also noted an example of a recent round which involved the use of radio and press, with an advertisement which was specific to the post. One case study Independent Assessor stated that some candidates had mentioned that seeing the advertisement in the local press had made the post seem more accessible to them.

3.48 There were also examples of the distribution of material to organisations of and for under-represented groups. In one case, there had been a specific discussion of appropriate groups and it was also noted that vacancies for Health Boards and trusts are circulated regularly to specific groups. One case study made a direct approach to specialists and there was also evidence, in each case study, of information being provided by word of mouth. One of the sponsor teams also noted that a subsequent advertising process had attempted some "more creative advertising".

3.49 The Public Appointments Team also keeps a register of those interested in public appointments and had sent information in some of these rounds to under-represented groups. Additionally, since May 2002, as part of the introduction of the Parliamentary Notification process, all advertisements are sent to the Scottish Parliament and to other organisations identified in consultation with key organisations (including the Equality Unit).

The nature of application forms

3.50 The final potential barrier identified at these stages of the process related to the application forms, with the general suggestion that complex forms can be problematic and could be "too long, too formal and too daunting". For example:

"The application process is a challenge for any individual. If it is complex and bureaucratic it can be a disincentive."

3.51 General issues were identified with the nature of the information sought on application forms and it was suggested that an implied need to provide a lot of evidence of experience (particularly professional or committee experience) could deter some participants. It was suggested that it can also be difficult for some under-represented groups to get appropriate referees.

3.52 Perceived barriers relating to the application forms were raised in three of the case studies (by a small number of respondents of a range of types, including candidates, an Independent Assessor and sponsor team members) and in around a quarter of postal survey rounds. Additionally, these issues were highlighted as potential barriers by "other" respondents and equalities organisations.

3.53 Specific examples included the suggestion by a candidate that the application form took a considerable time to complete and may have intimidated those who have not previously held public appointments. Although the closing date for applications for public appointments is normally six weeks after vacancies are published, one candidate raised an additional problem, as they had received their form late and:

"I was…obliged to put my application together in one day and to fax it to the Scottish Executive's offices."

3.54 A small number of candidates also believed that identifying themselves as a member of an under-represented group (e.g. in providing monitoring or personal information) would lead to their application being treated less favourably.

3.55 Some respondents also considered the inclusion of CVs to be inappropriate, leading to comparison of candidates on the basis of different levels of information. As one equalities organisation suggested "you're not comparing like with like" and one candidate noted that anyone without a current CV may be deterred from applying. It was also suggested that some candidates may seek professional assistance with the preparation of a CV.

3.56 In terms of practice developments in this area, it was noted that the recent changes include the opportunity for the Public Appointments Team to see all of the application forms prior to their use (although divisions retain responsibility for preparing them), again providing the opportunity to ensure that these barriers are avoided.

GOOD PRACTICE SUGGESTIONS

3.57 On the basis of all of these findings, a number of suggestions were made about the further development of best practice at these stages of the public appointments process.

Consideration of equality/diversity issues and the use of positive statements

3.58 The need for early discussion of equality/diversity issues amongst the panel members and Scottish Executive staff was identified. The new PAT guidance recommends that the Independent Assessor is involved with the drafting of the advert, application form, role specification and person specification for all Upper Tier and certain Lower Tier appointments. The Cabinet Office guidance also suggests using the advertisement to send positive messages about diversity; and several candidates and a number of equalities organisations reiterated this. Several suggested that there should be positive statements, not only in advertisements but in role and person specifications and forms, welcoming applications from particular groups. It was suggested that the message that organisations are seeking to promote diversity should be made explicit (with, for example, information about an organisation's work with specific groups) and further explanation of:

"… what qualities [were] expected from the members and how diverse backgrounds would enrich the process" (Candidate).

3.59 A number of further developments to the content of welcoming statements were suggested, including that these could include:

• Reference to specific under-represented groups (such as young people, women, lesbian, gay, bisexual and transgender [LGBT] people, people from minority ethnic groups and other groups).
• More specific material relating to a post, rather than standard text.
• Acknowledgement of current gaps in representation.
• Emphasis on the importance of diversity and the fact that the Scottish Executive is seeking to improve this.
• Reference to the importance of a board comprising people from a wide variety of backgrounds.

Clarity of information

3.60 A further major area in which good practice suggestions were made related to the clarity of information. For example, it was suggested that role and person specifications should be simple and clear, specifying issues such as the skills and experience needed and how the post might be developed and performed. As one of the "other" respondents summarised, good practice requires:

"simple statements of what the job entails, and summaries of the skills, knowledge and attitudes required to do it well."

3.61 Two case study candidates also highlighted the importance of making it clear in the role and person specifications that any support required (e.g. with care responsibilities) will be provided; and an equalities organisation stressed the need to be explicit about the time commitment, transport issues and assistance available. It was also suggested that the supporting information should be explicit about the level of physical access, family friendly facilities, reimbursement of expenses etc. These issues were also raised in relation to advertisements, with the suggestion that they, too, should state explicitly that provision would be made to address candidates' needs (e.g. support with care etc.) and should "sell" the desire to apply, emphasising the practical commitment to making participation possible.

3.62 The PAT guidance identifies the need to include, along with the role and person specifications and application material: key facts concerning the body; details of the location of meetings etc; the time commitment involved; level of remuneration and whether or not the appointment is pensionable; the possibility of re-appointment subject to satisfactory performance review; reimbursement of travelling and reasonable childcare and carer expenses; and the OCPA logo.

3.63 Other information which was identified as potentially useful for candidates included:

• The work of the board, to help to "demystify" this.
• Current work of the organisation.
• Non-expert views, a brief CV, case study or "a day in the life" of some of those carrying out the work.
• A contact within the organisation for further discussion.
• Clear information about all stages of the process (and the end point).
• More general information about public appointments.

3.64 Other suggestions included that it should be made clear that the content of the interview would be based upon the person specification and that the role and person specification should be provided in one document or linked together. Two candidates in one case study also noted that it was important to ensure that information was up to date (as both had received an annual report from two years previously ¹⁴).

3.65 Several candidates and "other" respondents noted the need to balance the recognition that the lack of provision of key information could be problematic with the fact that too much information could also deter applicants. This would require considering the material carefully and providing essential information about the nature of the post (e.g. time commitment, impending changes to the organisation, issues which may be raised at interview and selection criteria) using clear, concise messages. Candidates could then be offered a source of additional information (as was the case in some of the rounds studied). A number of respondents also noted that all candidates should receive the same information.

3.66 It was also suggested that information could be provided about websites where a candidate could obtain further information about equalities issues. The potential for the development of a promotional leaflet on diversity was also highlighted.

Nature of skills/criteria

3.67 Many comments were also made about good practice in the identification and specification of the skills required in all of the documents. Although it was recognised that some posts require particular qualifications, it was considered important to avoid being "more exclusive than is essential" in the role and person specifications.

3.68 The most common suggestion by equalities organisations was that, wherever possible, there should be an emphasis on experience rather than qualifications, not only in the role and person specifications but also in the advertisements. It was noted that it should be stated that a range of competencies (and skill-sets of people from different backgrounds) were relevant, giving prominence to transferable life skills and experiences rather than formal qualifications. One of the equalities organisations also noted that a person specification could identify some alternatives to qualifications.

3.69 It was suggested that there could be a stronger focus upon candidates having "potential to do" something and it could be made explicit that an applicant need not have all of the skills sought. Members of the Public Appointments Team also stressed the need to move away from the specification of boardroom experience and experience at senior management level, to concentrate instead on knowledge and how to apply this. (These suggestions are supported in the Code and Cabinet Office guidance, which note the need to: include only necessary requirements; recognise non-traditional career patterns and experience and that gained outside a formal working environment; avoid limiting the field and seek to "equality proof" the documents.)

3.70 Equalities organisations and "other" respondents made a range of other suggestions, including that a "generic skillset" could be developed to help the sponsor teams to understand the potential contribution of an applicant from a particular background. It was also suggested that the unnecessary inclusion of criteria which "might be seen as more likely to be performed by one sex or one race" should be avoided. One of the "other" respondents also suggested having no more than two desirable criteria and the general need was highlighted for documents:

"to be written with an understanding of the diverse and different experiences and skills which diverse appointees can bring".

3.71 It was also suggested that:

• An offer could be made to discuss the skills needed for the role with potential applicants, with informal enquiries encouraged in the material and adequate time provided to enquire and reply.
• Training could be offered to applicants who did not meet all of the criteria (and advertisements could indicate this).

Language/content

3.72 Elements of good practice in the language and format of documents used at these stages of the process were also identified by many respondents (including candidates, "other" respondents and equalities organisations). These included that language should be: non-discriminatory; clear and simple; open and welcoming; more personal; less formal; more accessible; more relevant to people's lives; jargon free; in plain English and not too "legalistic". It was also suggested that the material should include more pictures and images.

3.73 Suggestions relating to formats included that material should be provided in Easy Read and other formats; taking advice, where necessary, from specialist organisations (and this is supported in the Cabinet Office guidance). It was also suggested that, where appropriate, materials should include other languages (e.g. Gaelic).

3.74 The importance of good design was highlighted, as well as the use of media which are accessible to visually impaired people. One of the sponsor team members suggested that material (in this case advertisements) should generally be "more appealing and creative". One equalities organisation stated that more pictures should be used and that material should be more interactive, with less "hard" copy. Some specialist organisations raised more specific issues, such as that the font size should be at least 14 point, and that printed material should be on yellow paper (noting that further specific guidance can be made available ¹⁵). One expert organisation pointed to examples of good practice from their own organisation and suggested that examples from the voluntary sector should be examined.

3.75 The need to provide alternatives to handwritten paper copies of the application forms was identified by a number of case study candidates and specialist equalities organisations (and it was noted that the format of the information on the website should also be considered). One of the specialist equalities organisations pointed out that there should not be a requirement for a signature on an application and a number of candidates suggested that they would have liked to complete and send their application by e-mail. Other suggestions included that information should be provided in BSL, on video and CD Rom, and that people should also be able to apply in these formats. It should also be provided on audio tape, and in in their own languages (with help, if required). The PAT guidance also notes the importance of being prepared to respond to requests for materials in different formats.

3.76 One organisation suggested developing a number of models of documents which could be piloted with under-represented groups. The need for training for those involved in writing materials was also reiterated, along with the need to raise awareness of good practice. One of the sponsor teams suggested that there should be a specific policy and guidance on formats, and one team suggested that different formats should be used from the start of a round (although another suggested that this had not been done in their case study, which had been a specialist appointment, because they did not expect applications from anyone who would need it). Another sponsor team respondent stated that every team should be prepared for requests for large print, Braille and audio versions of the form, suggesting that:

"we've got away with it so far because no-one has asked".

3.77 It was also suggested that documents should be reviewed regularly, with Independent Assessors involved at the earliest stage, and the content of the material considered in the light of all of the issues noted above.

Location and targeting of advertisements/publicity

3.78 The commonest good practice suggestion about the location of advertisements was the need to continue to use locations other than the national broadsheets (although some noted cost constraints) and to circulate material to other places. Specific suggestions included:

• Professional publications.
• Local publications and publications of relevance to under-represented groups (such as journals and newsletters).
• Placement outwith recruitment sections.
• Circulation of material in post offices, shops, mosques, other places of worship and other local locations, including community notice boards, public libraries and Job Centres.
• Use of other media (e.g. radio and television with signing), specific websites (for example, for deaf people) and bulletin boards.

3.79 The Cabinet Office guidance also makes a number of suggestions about locations for advertising and the PAT guidance suggests that sponsor teams consider diversity issues in deciding upon other forms of publicity.

3.80 The importance of targeting under-represented groups and encouraging them to apply for appointments was also raised frequently by respondents of most types and this was generally seen as a positive development. A number of suggestions were made to develop targeting further and to reach additional groups, through:

• Provision of resources to organisations to enable them to circulate material widely.
• Earlier notification of appointments (with qualifying information, as required) and a longer closing date to make it easier to circulate information and enable organisations to support members to apply.
• Canvassing of individuals about appointments (as was the case in some of the case studies) in an "upfront" way.
• Identification of lists of key people (as well as organisations) within communities who could disseminate information.
• Compilation of a "talent bank", in order to inform people with an interest in appointments about relevant posts (and it was noted that the Public Appointments Team is currently reviewing its "expressions of interest database").
• Development of the range of groups and informal networks receiving information (taking advice from the Equality Unit and specialist equalities organisations).

3.81 One respondent noted the importance of avoiding duplication by the sponsor teams and the Public Appointments Team in the circulation of publicity material. The PAT guidance now contains a list of the organisations contacted under the new Parliamentary Notification process, in order to avoid duplication.

The nature of application forms

3.82 Many of the good practice suggestions related specifically to application forms. A number of equalities organisations noted the importance of helping candidates to identify their relevant skills, as well as providing the opportunity to demonstrate these. Some respondents identified that assistance with the forms may be useful (such as guidance and fuller explanation of the questions, or a telephone contact number from which assistance could be sought). Three national equalities organisations suggested the provision of a "commentary sheet" with the form, providing examples of the types of information sought and giving people a "steer about what is being looked for".

3.83 It was also suggested that the application form should not contain large spaces requiring previous experience to be demonstrated (although, conversely, one candidate suggested that there should be more space for this). A number of "other" respondents noted, generally, that the application form should not ask for irrelevant details and should not ask for professional qualifications first. It was also noted that it should acknowledge explicitly that "other" non-labour market experience would be considered relevant.

3.84 The issue of the inclusion of CVs also generated many suggestions from respondents of different types, most of whom stated that it would be fairer to ensure that all candidates are assessed on comparable information. It was suggested by two of the equalities organisations, some members of the PAT and several other respondents that it should be made explicit that CVs will not be accepted. Failing that, it was suggested that at least a consistent approach should be taken (which includes making clear whether or not CVs will be taken into account).

OVERVIEW

3.85 All of these suggestions provide valuable guidance for the future. Although there is currently some variation in the ways in which different teams in different rounds recognise and address equality/diversity issues at these stages of the public appointments process, there are clear examples of the development of good practice. There are also many suggestions which can be taken into account in the development of improved procedures.

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