Recruiting and supporting a diverse workforce: equality and diversity monitoring

NHSScotland equality and diversity monitoring process

We're committed to promoting equality and diversity. That's why we have a monitoring process to collect, store, and analyse data about the protected characteristics of our job applicants and employees. It helps us provide equal opportunities in recruitment and employment so that everyone feels valued and respected.

How we use your data

We aim to prevent discrimination, support under-represented groups, and improve diversity and inclusivity. Gathering accurate information about our job applicants and employees is essential to achieving this.

We use the anonymised data to:

• Identify groups of people who experience inequality and disadvantage or are under-represented.
• Inform workforce planning decisions.
• Design and implement workforce policies.
• Take action to achieve positive change.
• Determine which of our actions are working and which are not.

It helps us better understand our workforce, identify areas where we need to improve, and take steps to create a more inclusive and diverse workplace.

The data is kept secure and confidential and is protected by the Data Protection Act 2018.

Find out more about the Data Protection Act 2018.

Updating our equality and diversity monitoring form

If we want our workforce to be more inclusive and diverse, we must ask the right questions. We also need to make sure the information we ask for is relevant, helpful, and compliant with the law.

We started by reviewing the data collected through our recruitment website and the electronic Employee Support System (eESS). It was clear that our existing equality monitoring process was out of sync with current best practices.

We worked closely with key stakeholders, equality and diversity forums, relevant communities and followed best practice guidance to:

• bring our equality and diversity monitoring form up to date
• make sure the data we are gathering is useful and usable

Once the proposed changes were approved by our stakeholder group, we were ready to update our recruitment website and eESS.

We need your help

We changed the equality and diversity monitoring form on our recruitment website and eESS on 26 April 2024.

NHSScotland recruitment website

If you're applying for a job with us, you'll see the equality and diversity monitoring changes on our online application form. It's easy to fill out, and you can start your application right away on our recruitment website.

If you choose not to provide your personal information, please select "prefer not to say" when completing the form. However, we encourage you to complete these questions to help us improve equality and diversity and to hold us accountable.

Find out more about the NHSScotland application process.

electronic Employee Support System (eESS)

If you're an employee, you can access eESS from any NHSScotland site. However, if you work remotely, including at home, you'll need a virtual private network (VPN).

We'd really appreciate it if you could take a few moments to update your information. It's voluntary, but your support can help us to improve.

Look out for communications from your manager or local comms teams with specific instructions from your board. 

Complete the equality and diversity monitoring form on eESS.

Equality and diversity monitoring questions

Find out what changes were made to the NHSScotland equality and diversity monitoring form.

We added or updated the following questions

We have updated or added the following questions to collect information about your personal characteristics, background, and identity.

What is your sex?

The answer options for this question are:

• Male
• Female
• Prefer not to say

The data is used for the following:

• mainstreaming equalities reporting
• monitoring gender equality

This question was updated to align language with the Census and Scottish Government guidance on equalities monitoring.

Do you consider yourself to be trans or have a trans history?

The answer options for this question are:

• Yes
• No
• Prefer not to say

If yes, please describe your trans status, for example, non-binary, trans man, trans woman.

The data is used for the following:

• mainstreaming equalities reporting
• monitoring trans inclusion

This question replaces the question on gender reassignment. The language was also updated to align with the Census and the advice of the Scottish Government and LGBTQ+ organisations.

Which of the following best describes your sexual orientation?

The answer options for this question are:

• Straight/heterosexual
• Gay or lesbian
• Bisexual
• Other sexual orientation
• Prefer not to say

If you selected "other sexual orientation" or prefer to use another term, please provide this here: [free text box used to capture this information].

The data is used for the following:

• mainstreaming equalities reporting
• monitoring inclusion by sexuality

This question was updated to align language with the Census and the advice of the Scottish Government and LGBTQ+ organisations.

These fields are recommended to analyse sex and sexuality separately. It is still possible to differentiate between gay men and lesbians or gay women by cross-referencing the question on sex.

What religion, religious denomination or body do you belong to?

The answer options for this question are:

• None
• Church of Scotland
• Roman Catholic
• Other Christian
• Muslim
• Hindu
• Buddhist
• Sikh
• Jewish
• Pagan
• Prefer not to say
• Another religion or body

If you selected "Other Christian" or "Another religion or body" please provide this here. Alternatively, if you selected "Muslim", please provide denomination or school: [free text box used to capture this information]

The data is used for the following:

• mainstreaming equalities reporting
• monitoring the inclusion of religions or beliefs

This question was updated to align language with the Census and Scottish Government advice.

What is your marital or registered civil partnership status?

The answer options for this question are:

• Dissolved civil partnership
• Divorced
• Married
• Registered in a civil partnership
• Single
• Widowed or surviving partner of civil partnership
• Prefer not to say

The data is used for mainstreaming equalities reporting.

This question was updated to align with the Census.

What is your present nationality?

The following options were added to the list:

• British – Irish
• Dual/multiple nationalities
• Prefer not to say

If you selected "Dual/multiple nationalities", please provide this here: [free text box used to capture this information]

This question was updated because it is a requirement of the Good Friday Agreement to include the ability to select both Irish and British nationalities.

What is your ethnic group?

The answer options for this question are:

• White – Scottish
• White – Other British
• White – Irish
• White – Polish
• White – Gypsy/Traveller
• White – Roma
• White – Showman/Showwoman
• White – other
• Mixed or multiple ethnic groups
• Asian, Scottish Asian, or British Asian – Pakistani, Scottish Pakistani or British Pakistani
• Asian, Scottish Asian, or British Asian – Indian, Scottish Indian, or British Indian
• Asian, Scottish Asian, or British Asian –Bangladeshi, Scottish Bangladeshi, or British Bangladeshi
• Asian, Scottish Asian, or British Asian – Chinese, Scottish Chinese, or British Chinese
• African, Scottish African, or British African (please write below, for example, Nigerian, Somali)
• Caribbean or Black
• Other ethnic group
• Prefer not to say

If you selected "Other ethnic group", "African", "Scottish African", "British African", "Mixed or multiple ethnic groups", or "Caribbean or Black", as an option, please provide details here. For example, Jewish, Arab, Nigerian, Somali, Scottish Caribbean, Black British: [free text box used to capture this information]

The data is used for the following:

• mainstreaming equalities reporting
• monitoring racial inclusion

This question was updated to align language with the Census and Scottish Government advice.

Do you have any physical or mental health conditions or illnesses lasting or expected to last 12 months or more?

The answer options for this question are:

• Yes
• No
• Prefer not to say

If yes, please tick all conditions that apply:

• Deafness or partial hearing loss.
• Blindness or partial sight loss.
• Full or partial loss of voice or difficulty speaking - a condition that requires you to use equipment to speak.
• Learning disability - a condition that you have had since childhood that affects the way you learn, understand information and communicate.
• Learning difficulty - a specific learning condition that affects the way you learn and process information.
• Developmental disorder - a condition that you have had since childhood which affects motor, cognitive, social and emotional skills, and speech and language.
• Physical disability - a condition that substantially limits one or more basic physical activities such as walking, climbing stairs, lifting or carrying.
• Mental health condition - a condition that affects your emotional, physical and mental wellbeing.
• Long-term illness, disease or condition - a condition not listed above that you may have for life, which may be managed with treatment or medication.
• No condition.
• Prefer not to say.
• Other 

If you selected "Other", please provide this here: [free text box used to capture this information]

The data is used for the following:

• mainstreaming equalities reporting
• monitoring disability inclusion

The language on this question was updated following Scottish Government advice.

Are you an armed forces service leaver, reservist, veteran, or forces family member?

The answer options for this question are:

• Yes - service leaver
• Yes - reservist
• Yes - veteran
• Yes - forces family member
• No
• Prefer not to say

The data is used for the following:

• monitoring armed forces inclusion
• supporting the Armed Forces Talent Programme

This question was updated to include the word “reservist”.

Do you look after or give any help or support to family members, friends, neighbours, or others because of either: 

• Long-term physical/mental ill-health/disability
• Problems related to old age

Do not count anything you do as part of your paid employment.

The answer options for this question are:

• No
• Yes - 1 to 19 hours a week
• Yes - 20 to 34 hours a week
• Yes - 35 to 49 hours a week
• Yes - 50 or more hours a week
• Prefer not to say

The data is used for the following:

• monitoring the inclusion of carers
• support Carer Positive employer accreditation
• support the evidence base for the Fairer Scotland Act

This is a new question aligned to the Census.

Have you ever been in care?

The answer options for this question are:

• Yes
• No
• Prefer not to say

The data is used for the following:

• monitoring inclusion of care experienced people
• support boards in meeting their Corporate Parenting duty

This is a new question advised by Who Cares Scotland, the Promise, and Scottish Government policy experts. Other public sector employers, including Skills Development Scotland, use it.

What was the occupation of your main household earner when you were about aged 14?

The answer options for this question are:

• Modern professional and traditional professional occupations such as teacher, nurse, physiotherapist, social worker, musician, police officer (sergeant or above), software designer, accountant, solicitor, medical practitioner, scientist, and civil/mechanical engineer.
• Senior, middle, or junior managers or administrators such as finance manager, chief executive, large business owner, office manager, retail manager, bank manager, restaurant manager, and warehouse manager.
• Clerical and intermediate occupations such as secretary, personal assistant, call centre agent, clerical worker, and nursery nurse.
• Technical and craft occupations such as motor mechanic, plumber, printer, electrician, gardener, and train driver.
• Routine, semi-routine manual, and service occupations such as postal worker, machine operative, security guard, caretaker, farm worker, catering assistant, sales assistant, HGV driver, cleaner, porter, packer, labourer, waiter/waitress, and bar staff.
• Long-term unemployed - claimed Jobseeker’s Allowance or earlier unemployment benefit for more than a year.
• Small business owners who employed less than 25 people, such as corner shop owners, small plumbing companies, retail shop owners, single restaurant or cafe owners, taxi owners, and garage owners.
• Other such as retired, this question does not apply to me, I don’t know.
• Prefer not to say.

The data used to measure the socio-economic background of employees and potential recruits is a critical first step in understanding what needs to be done to improve socio-economic diversity and inclusion. Although this is a new question, extensive research by the Social Mobility Commission has identified it as the best measure to assess socio-economic background. 

For more information, read the employer's guide to improving social mobility in the workplace by the Social Mobility Commission.

Questions that we removed

The following questions have been removed from the equality and diversity monitoring form.

Have you, are you, or do you plan to undergo gender reassignment (changing sex)

We removed it because 2 questions on trans status or gender reassignment are not necessary, and this level of personal detail is not required to monitor the inclusion of trans people.

Please describe any particular arrangement you would need for your work location

This question was removed because it’s not appropriate to ask at the recruitment stage. Successful applicants can discuss this as part of the onboarding process.