3 How was the Diversity Impact assessment conducted?

3.1 The Diversity Impact Assessment was conducted by the following methods:

• Analysing the initial staff data
• Analysing questionnaires completed by staff at the Harrow office
• Consulting with a variety of focus groups comprising staff from the Harrow office (see further below)
• Consulting local stakeholder groups on the likely effect on services if Harrow office were to be closed

Questionnaires

The aim of these consultations was to ensure that Land Registry understood the impact of the proposal to close the Harrow office on specific groups of staff and customers.

3.2 An indicated, initial analysis of staff data clearly pointed to a distinct impact on BME staff at Harrow before any detailed analysis was undertaken.   32.2% of staff have identified themselves as being from a ethnic minority background resulting in Harrow office having by far the highest percentage of BME staff working for Land Registry compared to the other offices in Land Registry.

3.3 Land Registry decided to put together a diversity impact assessment questionnaire (the initial questionnaire) for completion by staff at Harrow office and York office in February 2007.

3.4 The DTUS were consulted on the wording of the initial questionnaire and responded by saying that they had been given insufficient time.  They also commented that they had concerns over the contents of the initial questionnaire.  These matters were not resolved at the time of the issue of the initial questionnaire and as a result, the purpose set out above and intended effect of it was undermined.   Land Registry could not resolve the issues and withdrew the initial questionnaire.

3.5 Recognising the impasse, it was clear that Land Registry needed to discuss the diversity issues directly and in more detail with the DTUS.  The timeline at Annex 3 sets out all subsequent steps and events taken by Land Registry in full consultation with the DTUS since then, up to December 2007. The timeline is on going as it records all developments and initiatives as the process moves forward and is up dated at least every month.

3.6 With the help of consultants (Kingfisher) Land Registry prepared a new questionnaire (the questionnaire) and met with the DTUS to provide comments on it. The Land Registry Disability Focus Group and Lesbian Gay Bisexual and Transgender Focus Group were also asked to provide comments.

3.7 The questionnaire was issued to staff to complete on 22 March 2007.  A copy of the questionnaire is attached at Annex 4.  The questionnaire was intended to obtain general views on each of the diversity areas and asked staff to say what steps could be taken to mitigate the impact of diversity issues. As part of the questionnaire, staff members were also asked to indicate if they would be prepared to take part in focus groups, if analysis of the questionnaires highlighted that certain issues needed further consideration.

3.8 The questionnaire was followed by two general focus groups held on 24 April 2007. Kingfisher facilitated the focus group meetings. The qualifications and expertise of Kingfisher were the subject of discussion with the DTUS from the outset of her work.  The DTUS agreed the approach and encouraged staff to participate both to complete the questionnaire and take part in the focus groups. The issues which were raised at the focus groups are set out in Annex 5.

3.9 In relation to the initial two focus groups, there was little representation from ethnic minority groups and none of the members of staff who took part in the focus groups were from the RO grade. It was decided to run further focus groups aimed at RO grades. Letters in writing inviting staff were sent and a further three focus groups were conducted on the 16th May 2007.

Local Community

3.10 In order to find out whether the proposal to close Harrow office would have any real impact on the local community, we sent letters to local community groups signposting Head Office and Croydon as the London alternatives and the national telephone helpline and website.  The letter asked how they considered our proposal to close Harrow office would impact on those community groups and sought their comments on the proposal.

3.11 A meeting to discuss the proposals was also held at the Harrow Office of the Race Equality Council.