Diversity report

How to open the Diversity and Inclusion and Article 55 reports, what each one shows, and how candidate monitoring answers are protected.

The Diversity and Inclusion report counts the equality monitoring answers candidates give on their application form, as totals and never as individual records. The Article 55 report does the same job for Northern Ireland fair employment monitoring, but lists one row per application. Only System Admins can open either report.

Who can see the reports

Only System Admins see the D&I and Article 55 tabs. HR users, Members and Agency users do not get them. If someone without access reaches the page another way, they see "Only administrators can access diversity and inclusion reports." Users who have been given group access see a combined version across the companies they were granted, and only a Group admin can export it. The Who can see which reports article covers this in full.

A System Admin sees applications for every job in the organisation.

What has to be on the application form first

Both reports are built from questions on the application form that carry a compliance classification. Without those questions, the reports are empty.

• The Equality & Diversity Monitoring pack adds the gender, ethnic group, age range, disability, reasonable adjustments, religion or belief and sexual orientation questions.
• The Criminal convictions pack adds the convictions question.
• The Article 55 Fair Employment (NI) pack adds the community background question.

You add packs in Settings under Application Form Templates. A field you have written yourself is counted too if you open it in the template editor and set Compliance classification to the matching category. The Compliance packs article describes the packs and the classifications. Every one of these questions is optional for the candidate, so the reports reflect only the people who chose to answer.

Opening the reports

1. Choose Reports in the left-hand menu.
2. Open the Diversity & Inclusion card on the overview, or use the D&I tab across the top of any report. For the Northern Ireland report, use the Article 55 (NI) card or the Article 55 tab.

Each report shows the last 12 months until you change it. Use the Date range control at the top right to pick Last 7 days, Last 30 days, Last 12 months, This quarter, Last quarter, This year or a Custom range. The range applies to the date the application was submitted.

The Department and Job filters sit on the Reports overview, not on these two pages. Set them there, then open the tab, and they carry across. Both reports respect them. Clear all on the overview removes them.

The Diversity and Inclusion report

Three summary cards sit at the top of the page.

• Total Declarations is the number of applications in the range with at least one equality answer. Underneath it, the response rate is that number divided by all applications in the range.
• Disability Declared is the number of people who answered Disability declared, with its percentage of respondents.
• Reporting Period is a fixed label that does not follow your date range. Read the range from the Date range control instead.

Below the cards, the report has three tabs.

• Equality & Diversity has bar charts for Gender, Ethnicity, Age Band, Religion or belief and Sexual orientation. Each bar shows a percentage and a count.
• Disability shows the disability answers, plus the number of Adjustments requested. That figure is the number of Yes answers to the reasonable adjustments question, and it is never hidden.
• Convictions shows the answers to the criminal convictions question. A note on the tab says the data falls under the Rehabilitation of Offenders Act 1974 and is aggregated only.

"Prefer not to say" is counted as an answer, so it appears as its own bar. A percentage is that answer's share of everyone who answered the question, including any answers hidden for being too small. The visible percentages in a chart can therefore add up to less than 100%.

Small numbers are hidden

To stop anyone being identified from a small group, the report drops any answer chosen by fewer than five people. It is not shown as zero or as a placeholder. The bar is absent. If a whole question has fewer than five answers in total, its chart is blank. The limit is five for every organisation and cannot be changed.

For example, if 40 people answered the religion question and three of them chose one particular answer, that answer is missing from the chart and the visible bars account for 37 people. The Disability Declared card follows the same rule, so it shows 0 when fewer than five people declared a disability.

The same rule applies to the exported file. Narrow date ranges and single jobs will show fewer breakdowns than a full year across the whole organisation.

The Article 55 report

Article 55 of the Fair Employment and Treatment (NI) Order 1998 covers monitoring of community background in Northern Ireland roles. This report does not group answers into totals. It lists one row for each application that has a community background answer, newest first, up to 10,000 rows. The rows do not carry a candidate name and do not link to a profile.

The table has these columns: Job Title, Department, Location, Application Date, Stage, Gender and Community Background. Gender comes from the gender answer on the same application and shows a dash when the candidate did not give one. A Job Reference column appears only in the exported file.

The cards show Total Responses, with the response rate as a whole percentage, and Total Applications in the range. Each row is a single application, so the small-number rule does not apply here. When nothing matches, the page reads "No Article 55 responses found".

Exporting

1. Set the date range and any filters you want.
2. Choose Export at the top right, then Export as CSV or Export as Excel.

The file uses the same date range, filters and small-number rule as the screen. The Diversity and Inclusion file lists category, label, count and percentage, followed by total declarations, total applications and response rate. The Article 55 file lists the table columns above, including Job Reference, followed by the same three summary figures. Files are named dei-report or article-55-report, followed by the date you exported. If the export fails you see "Failed to export report. Please try again."

Only System Admins can export these two reports, because they are the only people who can open them.

How monitoring answers are protected

• Individual answers to the equality, convictions, personal circumstances and community background questions are hidden from the candidate profile and from the application PDF. They appear only in reports. The reasonable adjustments answer stays visible to your team, because someone has to arrange the adjustment.
• The community background question is also marked as protected personal information, which keeps it out of anonymised shortlisting.
• Staff cannot enter or change these answers for a candidate. Only the candidate records them, on their own application.

If something looks wrong

• The report is empty: check the date range, then check that the application form includes the relevant pack or classified questions and that candidates have applied since they were added.
• A chart is missing: the group is probably under five answers. Widen the date range or clear the job and department filters.
• "Failed to load diversity report. Please try again later.": reload the page. The Article 55 page shows a matching message.