Monitoring and Reporting Terminology
This page aims to explain some of the terminology used to gather information about our staff population when using systems such as ‘MyERP’. It also explains the categories we use when reporting on the makeup of our staff population and the reasons for this.
By sharing your diversity information with us, you will enable us to build a more accurate picture of our staff community. This helps us to identify, understand, and remove barriers, to ensure that everyone has the best possible workplace experience.
When you disclose your diversity information on 'MyERP', the data you provide will not be shared with your line manager, and is only accessible by trained and selected personnel for specific monitoring and reporting purposes.
Ethnicity refers to an ethnic or social group that shares a common and distinctive culture, religion, location, language or similar. We recognise that there are a multitude of ethnicities that are not specifically captured by our systems. We use the categories we do as these enable us to report on the makeup of our staff population in the most inclusive way without identifying individuals or unfairly aggregating data.
We sometimes report on our staff population using the acronym ‘BAME’ which stands for Black, Asian, and minority ethnic. We recognise that BAME is an imperfect term that encompasses a hugely diverse population who cannot be defined as a single homogenous group, and we seek to acknowledge this individuality and different lived experiences when delivering diversity and inclusion initiatives.
In diversity monitoring and reporting we use the term BAME to make comparisons with white populations, but endeavour to report on ethnicity in full wherever possible.
We recognise that there are a multitude of religions that are not specifically captured by our systems. We use the categories we do as these enable us to report on the makeup of our staff population in the most inclusive way without identifying individuals or unfairly aggregating data.
Sexual orientation refers to a person’s sexual or romantic identity, a term used to describe a person’s sexual and romantic attraction to other people, or lack thereof.
We recognise that there are a multitude of sexual orientations that are not specifically captured by our systems. We currently use the categories of ‘Bisexual’, ‘Gay’, ‘Lesbian’, ‘Heterosexual/Straight’, and ‘Other’, as these enable us to report on the makeup of our staff population in the most inclusive way without identifying individuals or unfairly aggregating data.
When capturing and reporting using the term ‘Bisexual’, we use the inclusive definition that is an umbrella term for people who are attracted to more than one gender. We recognise that many people who choose this category may identify using another term such as pansexual, queer, biromantic, or fluid.
Disability refers to a physical or mental impairment that has a substantial and long-term effect on a person’s ability to carry out normal day-to-day activities. It also refers to a condition which would be ‘likely’ to substantially and adversely affect a person’s ability to carry out their normal day-to-day activities, if they weren’t taking measures to treat or correct it. A disability does not have to be clinically well-recognised or diagnosed and members of staff can disclose a disability without having been diagnosed.
Please note that disclosing a disability on university systems such as ‘MyERP’ will not alert your line manager and will not automatically lead to any action relating to reasonable adjustments. Please inform your line manager if you require workplace adjustments.
Gender Identity and Gender Identity Status
On university systems such as ‘MyERP’, we have separate categories for ‘Gender Identity’ and ‘Gender Identity Status’ as these refer to different things.
‘Gender Identity’ refers to how someone may describe their gender. Specifically, university systems capture ‘Female’, ‘Male’, ‘Non-Binary’, and ‘Other’. We recognise that there are a multitude of gender identities that are not specifically captured by our systems. We use the categories mentioned above as they enable us to report on the makeup of our staff population in the most inclusive way without identifying individuals or unfairly aggregating data.
When capturing and reporting using the term ‘Non-Binary’, we use the inclusive definition of an umbrella term for people whose gender identity does not fit within the gender binary and recognise that many people who choose this category may identify using another term such as agender, gender-fluid, bi-gender, or genderqueer.
‘Gender Identity Status’ refers to whether a person does or does not identify with the gender they were assigned at birth. We use this category to report on the size of our trans population at the University. We use this terminology to be inclusive of those who do not identify with other terminology such as 'trans', and recognise that many who may disclose their gender as being different to the gender assigned to them at birth may identify as trans, transgender, transsexual, gender queer, gender-fluid, non-binary, gender-variant, agender, non-gender, and other gender diverse identities.
As an employer, the University is required to gather and maintain information about staff members’ legal sex for HMRC. HMRC currently only accept ‘Female’ and ‘Male’ as categories, so the University can only use these fields for a member of staff’s legal sex.
Legal sex is currently captured when a member of staff joins the University, and this category is not viewable on systems such as ‘MyERP’.
When reporting on the diversity of its staff population for purposes such as external equality accreditations, the University currently uses ‘Legal Sex’ due to low disclosure rates under the category of ‘Gender Identity’. We endeavour to use the more inclusive ‘Gender Identity’ category by supporting staff to disclose their identities on university systems. If you have not done so already, please update your personal details on MyERP.
Please note that legal sex cannot be changed using MyERP self-service. If you wish to update the legal sex on your record, please contact Employee Services.
The 'MyERP' System allows you to review, disclose and update your Ethnicity, Religion, Sexual Orientation, Disability, Gender Identity, and Gender Identity Status. It only takes 5 minutes to update your diversity information.