Collecting EDI Information Regarding the Applicants

4 – The Application Form and Process

If you are embedding EDI into your application process, you will at least want to collect basic data so that you can determine whether you have succeeded in your aims, for example in ensuring applicants with specific characteristics were represented in the applicant pool.

In addition, alongside scores of applications, you could take into account confidential EDI considerations related to each applicant. This would reflect the extent to which each applicant addresses the funding call’s/employment advert’s diversity objectives, along with any other sensitive issues to do with personal disadvantage disclosed for consideration.

When having to decide between two appointable or fundable applicants with similar reviewer scores, the applicant meeting more EDI considerations could be chosen. This recognises that the applicant with more EDI considerations has likely had to overcome more challenges to achieve a similar score to the other appointable or fundable candidate.

Such a process requires several careful considerations:

Sensitive collection of personal information

Explain why the sensitive data is being collected and how it will be used and be clear that applicants may opt out of providing responses.
Indicate who will view this information and who will not. Be specific. (for example “this information will be viewed by two members of the administrative team but never by those involved in reviewing applications”)
Provide assurances regarding your process for ensuring the personal data are stored and handled confidentially.
List relevant considerations as examples of things applicants may declare to avoid a tick box list.
If you do use a tick box list, make sure to include an ‘other’ option to give the applicants a chance to self-identify themselves.

Ensuring the data are stored and handled confidentially

Keep the actual details of the EDI considerations from the review panel and use the personal EDI data in an anonymous fashion.
Store the personal data on password protected devices separate to named applicant forms. Use an anonymous code such that the EDI considerations cannot be associated to a named applicant.

SECTION 3: The Application Form and Process

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Would you like your applicants to demonstrate that they align with your commitment to enhancing EDI?